ADMINISTRATIVE PROCEDURES
FOR
ELECTRONIC CASE FILING (ECF)
February 2025
TABLE OF CONTENTS
(A) DEFINITIONS .................................................................................................................. 1
(1) Electronic Filing ............................................................................................................ 1
(2) Electronically converted PDFs ...................................................................................... 1
(3) Scanned PDFs ............................................................................................................... 1
(4) Document ...................................................................................................................... 1
(5) Party .............................................................................................................................. 1
(6) ECF User ....................................................................................................................... 1
(7) NEF (Notice of Electronic Filing) ................................................................................. 1
(8) PDF (Portable Document Format) ................................................................................ 1
(B) TECHNICAL SPECIFICATIONS ................................................................................. 1
(1) System Requirements .................................................................................................... 1
(2) Scanning Documents ..................................................................................................... 2
(3) Large Documents .......................................................................................................... 2
(C) ECF SYSTEM AVAILABILITY .................................................................................... 2
(D) GENERAL INFORMATION .......................................................................................... 2
(1) Relationship to Other Rules .......................................................................................... 2
(2) Electronic Format .......................................................................................................... 2
(3) Official Record .............................................................................................................. 3
(4) Discs or Drives Not Returned by Clerk’s Office .......................................................... 3
(5) Compliance with Technical Specifications ................................................................... 3
(E) REGISTRATION ............................................................................................................. 3
(1) Attorneys ....................................................................................................................... 3
(2) Non-prisoner, Pro-Se Parties ......................................................................................... 3
(3) Log-in Usage ................................................................................................................. 3
(F) ELECTRONIC FILING .................................................................................................. 4
(1) Defined .......................................................................................................................... 4
(2) When Deemed Filed ...................................................................................................... 4
(3) Portable Document Format (PDF) ................................................................................ 4
(4) PDF File Size Limitations ............................................................................................. 4
(5) Title of Pleadings .......................................................................................................... 4
(G) SERVICE OF ELECTRONICALLY FILED DOCUMENTS ..................................... 4
(1) Proof of Filing ............................................................................................................... 4
(2) Constitute Service ......................................................................................................... 4
(3) Certificate of Service Required ..................................................................................... 4
(4) Conventional Service of Electronically Filed Pleading ................................................ 4
(H) DEADLINES ..................................................................................................................... 5
(I) SPECIAL FILING REQUIREMENTS AND EXCEPTIONS ..................................... 5
(1) Documents Required on Paper ...................................................................................... 5
(2) Documents that May Be Filed Electronically Outside of ECF ..................................... 5
(3) Documents Received that Are Not Filed....................................................................... 5
(J) SIGNATURES................................................................................................................... 6
(1) Attorneys ....................................................................................................................... 6
(2) Multiple Signatures ....................................................................................................... 6
(3) Affidavits/Verified Pleadings/Other Non-Attorney Signatures .................................... 6
(4) Objection to Authenticity .............................................................................................. 6
(5) Retention of Documents ................................................................................................ 7
(K) PRIVACY PROTECTION .............................................................................................. 7
(L) ATTACHMENTS TO FILINGS (OTHER THAN HEARING AND TRIAL
EXHIBITS) ........................................................................................................................ 7
(1) Attachments to Filings .................................................................................................. 7
(2) Submission Requirements ............................................................................................. 8
(3) Excerpts ......................................................................................................................... 8
(4) Attachments of Previously Filed Documents ................................................................ 8
(5) Cover Letters ………………………………………………………………………….8
(M) ORDERS AND JUDGMENTS ........................................................................................ 8
(1) Judge’s Electronic Signature ......................................................................................... 8
(2) Text-Only Order. ........................................................................................................... 8
(N) TRANSCRIPTS ................................................................................................................ 8
(1) Proceedings of This Court ............................................................................................. 8
(2) Transcripts from Other Courts. ..................................................................................... 9
(O) FACSIMILE TRANSMISSIONS .................................................................................... 9
(P) TECHNICAL FAILURES ............................................................................................. 10
(Q) PRO SE LITIGATION................................................................................................... 10
(R) ACCESS TO ELECTRONICALLY STORED DOCUMENTS ................................ 10
(S) RETENTION................................................................................................................... 10
(T) CORRECTING DOCKET ENTRIES .......................................................................... 11
(1) Filer Not Able to Correct ............................................................................................ 11
(2) Do Not Attempt to Correct .......................................................................................... 11
(3) Contact ECF Help Desk .............................................................................................. 11
(U) PUBLIC ACCESS TO THE DOCKET ........................................................................ 11
(1) Public Access at the Court .......................................................................................... 11
(2) Public Access via Internet Access ............................................................................... 11
(A) Definitions
The following definitions shall apply to these procedures for the ECF system:
(1) Electronic Filing: the process of uploading a document from the registered user’s
computer, using the court’s Internet-based Electronic Case Files (ECF) system to file the
document in the court’s case file. The ECF system only accepts documents in a portable
document format (PDF). Although there are two types of PDF documents, electronically
converted PDFs and scanned PDFs, electronically converted PDFs are preferred.
(2) Electronically converted PDFs: created from word processing documents (MS Word,
WordPerfect, etc.) using Adobe Acrobat or similar software. They may be text searchable
and their file size is relatively small.
(3) Scanned PDFs: created from paper documents processed through an optical scanner.
Scanned PDFs are not natively searchable and have a larger file size than electronically
converted PDFs.
(4) Document: shall include pleadings, motions, exhibits, declarations, affidavits,
memoranda, papers, orders, notices, and any other filing by, or to, the court.
(5) Party: shall include counsel of record, pro se litigants, and other persons or entities
eligible to receive notice.
(6) ECF User: refers to the person who is registered to use the ECF system. An ECF user
is a person who is registered for electronic noticing and electronic filing.
(7) NEF (Notice of Electronic Filing): generated automatically by the ECF system upon
completion of an electronic filing. The NEF is emailed to the email address(es) of record
in the applicable case and provides proof of service.
(8) PDF (Portable Document Format): allows anyone to open the converted document
across a broad range of hardware and software, with layout, format, links, and images
intact.
(B) Technical Specifications
(1) System Requirements. While the system requirements may be set forth more
completely in the ECF User’s Manual, or other court publication, it is expected the
following hardware requirements and software will be needed to electronically file, view,
and retrieve documents within the ECF system. Other specifications are also indicated for
optimum performance.
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(a) a computer running a standard operating system such as Microsoft or Apple;
(b) software able to convert documents from a word processor such as
WordPerfect or Word to PDF;
(c) compatible browser. Refer to the court’s Frequently Asked Questions for up-
to-date browser compatibility;
(d) Internet access (high-speed recommended); and
(e) a scanner if paper documents need to be imaged.
(2) Scanning Documents. When scanning documents to be subsequently filed
electronically, filing parties should make certain their scanners are configured for 300 dpi
and black and white rather than color scanning, unless color scanning is necessary to
preserve the integrity of the document being filed. The filing party is responsible for the
legibility of the scanned document. If for any reason a document cannot be easily read
after scanning, the filing party should not electronically file the document; instead, the
filing party must conventionally file it with the Clerk’s Office.
(3) Large Documents. Documents that are more than 250 megabytes (MB) will be
rejected by the ECF system. Large documents may be broken into multiple smaller (250
MB or less) documents.
(C) ECF System Availability
The court’s ECF system is designed to provide service 24 hours a day. The parties,
however, are encouraged to file documents in advance of filing deadlines, and during
normal business hours. The ECF Help Desk is available to respond to questions during
the hours of 8:30 a.m. to 5:00 p.m. ET Monday through Friday. Voicemails received
outside of normal business hours will be returned the following business day.
A party who misses a filing deadline due to system unavailability may seek relief by
filing an appropriate motion.
(D) General Information
(1) Relationship to Other Rules. These administrative procedures are intended to
supplement the Local Rules of Procedure in the United States District Court for the
District of Vermont to the extent necessary to establish procedures for the signing, filing,
service, maintenance, and verification of documents by electronic means. Unless
modified by order of the court, all Federal Rules of Civil and Criminal Procedure, Local
Rules of Procedure, and standing orders of the court shall continue to apply to cases that
are subject to electronic case filing.
(2) Electronic Format. Effective October 2, 2006, documents submitted for filing in civil
and criminal cases, except those documents specifically exempted in subsection (I) of
these procedures, may be filed either in paper form, electronically using the ECF system
or on a properly labeled disc or drive containing the document(s) in PDF.
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(3) Official Record. Effective January 1, 2005, the official court record shall consist of
electronic files maintained on the court’s servers. The Clerk’s Office will not maintain
paper court files except as ordered by this court. The case files in actions commenced
prior to January 1, 2005, may contain a combination of paper versions of documents filed
prior to January 1, 2005, and electronic documents filed on or after January 1, 2005.
(4) Discs or Drives Not Returned by Clerk’s Office. The Clerk's Office may discard the
disc or drive after the PDF document has been uploaded to ECF.
(5) Compliance with Technical Specifications. All documents filed by electronic means
must comply with technical specifications, if any, established by the Judicial Conference
of the United States or by this court.
(E) Registration
(1) Attorneys. Attorneys admitted to the bar of this court, including those admitted Pro
Hac Vice, shall register as a user of the court’s ECF system prior to filing any pleadings
electronically. The District of Vermont is a NextGen court, registration is completed
through PACER. Users who previously had an efiling account for the District of Vermont
must link their PACER and ECF accounts before being able to file. The NextGen page of
the court’s website has further information.
(2) Non-prisoner, Pro Se Parties. A non-prisoner who is a party to a civil action and who
is not represented by an attorney may register as an ECF user. Non-prisoner pro se
litigants in civil actions may register for electronic filing, but are limited to filing
documents only in cases they are personally involved in. They are not permitted to
electronically file case-initiating documents, including amended filings. Such documents
must be filed in paper form and properly served.
While ECF access allows filing of pleadings and other documents electronically, it does
not preclude the option to file in paper format. However, any paper filings must include
an original signature. The Clerk’s Office will scan and upload to ECF any paper-filed
pleadings and documents in accordance with subsection (I) of these procedures.
If a pro se litigant retains counsel during the course of the case, the Clerk will deactivate
the litigant's ECF registration upon receiving the attorney’s notice of appearance.
(3) Log-in Usage. A registered user shall not allow another person to file a document
using their username and password except as an authorized agent of the filing user. Use
of a username and password by a staff member shall be deemed to be the act of the
registered user.
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(F) Electronic Filing
(1) Defined. Electronic transmission of a document to the ECF system, together with the
transmission of a Notice of Electronic Filing (NEF) from the court, constitutes filing of
the document for all purposes of the Federal Rules of Civil Procedure and constitutes
entry of the document on the docket maintained by the clerk pursuant to Fed. R. Civ. P.
58; Fed. R. Civ. P. 79; and Fed. R. Crim. P. 55.
(2) When Deemed Filed. A document filed electronically shall be deemed filed at the
time and date stated on the NEF.
(3) Portable Document Format (PDF). Documents electronically filed must be
submitted in PDF. It is preferred documents be filed in an electronically converted PDF.
Attachments and non-trial exhibits are also preferred to be filed as electronically
converted PDFs when possible. Where the filing user possesses only a paper version of
the document to be submitted, a scanned PDF that is not text searchable may be
submitted.
(4) PDF File Size Limitations. A filing party must limit the size of each PDF file to no
more than 250 megabytes (MB). Any document exceeding 250 MB must be submitted in
separate files of 250 MB or less.
(5) Title of Pleadings. All pleadings filed electronically shall be titled in accordance with
the comprehensive list of civil or criminal events of the ECF system available on the
court’s website. Documents submitted in letter format will not be accepted by the court.
(G) Service of Electronically Filed Documents
(1) Proof of Filing. Whenever a pleading or other document is filed electronically, the
ECF system will automatically generate a Notice of Electronic Filing (NEF) to the filing
user and registered users of record. The filing user should retain a paper or digital copy of
the NEF, which shall serve as proof of filing.
(2) Constitute Service. Transmission of the NEF shall constitute service of the filed
document and shall be deemed to satisfy the requirements of Fed. R. Civ. P. 5 (b)(2)(E);
Fed. R. Civ. P. 77(d); and Fed. R. Crim. P.49(b).
(3) Certificate of Service Required. Any document that requires service outside of the
ECF system shall include a Certificate of Service identifying the manner in which service
on each party was accomplished.
(4) Conventional Service of Electronically Filed Pleading. Attorneys and pro se litigants
who are not registered as ECF users shall be served a paper copy of any electronically
filed pleading or other document in accordance with the provisions of Fed. R. Civ. P. 5.
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(H) Deadlines
Filing documents electronically does not in any way alter any filing deadlines. All
electronic transmissions of documents must be completed prior to midnight, Eastern
Time, in order to be considered timely filed that day. Where a specific time of day
deadline is set by court order or stipulation, the electronic filing must be completed by
that time.
(I) Special Filing Requirements and Exceptions
(1) Documents Required on Paper. The following documents must be filed on paper
with the Clerk’s Office with original ink signatures.
Any document filed in hard copy with electronic signature(s) will not
be accepted. Documents must contain original ink signatures rather
than an electronic signature.
(a) all criminal case initiating documents, such as a complaint, indictment, or
information;
(b) other than Plea Agreements, any documents in a criminal case containing a
defendant’s original signature;
(c) pretrial hearing and trial exhibits;
(d) sealed civil initiating documents.
(2) Documents that May Be Filed Electronically Outside of ECF. The following
documents may be filed by email. Contact the Clerk’s Office to obtain the email
address to submit these filings:
(a) documents filed under seal;
(b) applications for Search Warrants, affidavits, and related papers;
(c) ex-parte motions and applications.
(3) Documents Received that Are Not Filed. The following documents may be received
by the Clerk’s Office, but are not filed, electronically or otherwise, unless ordered by the
court:
(a) psychiatric and psychological reports;
(b) letters to the court submitted prior to sentencing, unless submitted as an
attachment to a sentencing memorandum or supplemental pleading;
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(c) vacation letters;
(d) general correspondence.
(J) Signatures
(1) Attorneys. The username and password required to submit documents to the
ECF system shall serve as that user's signature for purposes of Fed. R. Civ. P. 11 and for
all other purposes under the Federal Rules of Civil Procedure and the Local Rules of this
court. All electronically filed documents, excluding attachments, must include a signature
block which sets forth the attorney's name, address, telephone number and e-mail
address. The name of the ECF user under whose username and password the document is
submitted must conform with the attorney’s name used in the signature block. The correct
format for an attorney’s signature is:
John S. Smith, Esq.
ABC Law Firm
123 Main Street
Burlington, VT 05401
Telephone: (802) 555-5555
Fax: (802) 123-4567
Email:
[email protected]
(2) Multiple Signatures. The filer of any document requiring more than one signature
(e.g., pleadings filed by attorneys admitted pro hac vice, stipulations, joint status reports)
must list thereon all the names of other signatories by means of signature block for each
signature. By submitting such a document, the filing attorney certifies that each of the
other signatories has expressly agreed to the form and substance of the document and the
filing attorney has the authority to file the document on behalf of all signatories. The
filing attorney shall retain any records evidencing this concurrence for future production,
if necessary, for 2 years after the expiration of the time for filing a timely appeal. A non-
filing signatory or party who disputes the authenticity of an electronically filed document
containing multiple signatures must file an objection to the document within 14 days of
the date on the NEF.
(3) Affidavits/Verified Pleadings/Other Non-Attorney Signatures. Except as provided in
subsection (J), affidavits may be filed electronically using the signature block indicating
the paper document bears an original signature. The filing attorney shall retain the
original for future production, if necessary, for 2 years after the expiration of the time for
filing a timely appeal.
(4) Objection to Authenticity. A non-filing user signatory, or party who disputes the
authenticity of an electronically filed document, must file an objection to the document
within 14 days of service of the NEF or other service made pursuant to Federal Rules of
Civil/Criminal Procedure.
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(5) Retention of Documents. Documents that are electronically filed and contain original
signatures, other than that of the filing user, shall be maintained in paper form by the
filing user until 2 years after the expiration of the time for filing a timely appeal. Upon
request of the court or any party, a filing user must make the original documents available
for inspection.
(K) Privacy Protection
Pursuant to federal rule, the following personal data identifiers shall be redacted from all
documents filed with the court, including exhibits thereto, whether filed electronically or
in paper, unless otherwise ordered by the court:
minors' names (use only the minor’s initials);
social security numbers (use only the last four digits);
dates of birth (use only the year of birth);
financial account numbers (identify the type of account and the financial
institution, but use only the last four numbers of the account number); and
home addresses, in criminal cases only (use only the city and state).
In compliance with Fed. R. Civ. P. 5.2 and Fed. R. Crim. P .49.1, a party wishing to file a
document containing the personal data identifiers listed above may, upon filing a
redacted version, file an un-redacted document under seal, which shall be retained as part
of the record, or, may file a reference list under seal. The reference list shall contain the
complete personal data identifiers and the redacted identifiers used in their place in the
filing. All references in the case to the redacted identifiers included in the reference list
will be construed to refer to the corresponding complete identifier. The reference list
must be filed under seal and may be amended as of right. It shall be retained by the court
as part of the record.
The responsibility for redacting these personal identifiers rests upon counsel and the
parties. When a filing user logs into ECF, they are required to check a box stating they
have read and will comply with the redaction rules. A person waives the protection of
Rules 5.2(a) and 49.1(a) as to the person’s own information by filing it without redaction
and not under seal.
(L) Attachments to Filings (other than hearing and trial exhibits)
(1) Attachments to Filings. Attachments to filings, such as exhibits, affidavits, and
memoranda must be filed in accordance with the court’s ECF User Manual, unless
otherwise ordered by the court. Attachments and exhibits to documents that are too large
to convert to PDF may be filed conventionally with the Clerk’s Office and served on
opposing counsel. Documents so filed shall be retained by the Clerk’s Office in
accordance with the records management guide. If the number of attachments exceeds 5,
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the party filing the attachments shall include a separate index describing each exhibit.
This index shall be the first attachment.
(2) Submission Requirements. If possible, a filing party should electronically image
(scan) a paper exhibit and submit the exhibit as a PDF file. Scanned PDF documents are
significantly larger than PDF converted files. Filing parties may submit scanned PDF
documents of more than 250 MB only if the files are divided into multiple files of 250
MB or less each.
(3) Excerpts. A filing user must submit as attachments only those excerpts of the
referenced documents that are directly germane to the matter under consideration by the
court. Excerpted material must be clearly and prominently identified as such. Users who
file excerpts of documents do so without prejudice to their right to timely file additional
excerpts or the complete document as may be allowed by the court. Responding parties
may timely file the complete document or additional excerpts they believe are directly
germane.
(4) Attachments of Previously Filed Documents. Filers shall not attach as an exhibit any
pleading or other paper already on file with the court in that case but shall merely refer to
that document.
(5) Cover Letters. Cover letters should not be included with filings made electronically
and will be removed by the court.
(M) Orders and Judgments
(1) Judge’s Electronic Signature. All electronically signed orders, decrees, and
judgments will be entered by the judge or court personnel. Any order signed
electronically (signature block designated with judge’s name) shall have the same
force and effect as if the judge had signed the order with an original ink signature and
it had been entered on the docket in the traditional manner.
(2) Text-Only Order. The court may issue routine orders by a text-only entry on the
docket. In such cases, no PDF document will be attached. The text-only entry shall
constitute the court's only order on the matter and registered counsel will receive a
system generated NEF. If a party is not registered to receive a NEF, the Clerk’s
Office will mail a copy of the Notice of Electronic Filing that contains the entire text-
only order. Text-only orders are official and binding.
(N) Transcripts
(1) Proceedings of This Court. A transcript of a proceeding of this court shall be filed
electronically.
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(a) A transcript of a proceeding of this court shall be filed electronically using ECF.
The transcript shall be available at the Clerk’s Office, for inspection only, for a
period of 90 days after it is filed. During this period, a copy of the transcript may
be obtained from the court reporter or transcriber at the rate established by the
Judicial Conference. The transcript will be available at each public terminal at the
courthouse for viewing only and electronically available via PACER to any
attorney of record who has purchased a copy from the court reporter or
transcriber. No other PACER users are allowed to view the transcript during the
90-day period.
(b) In compliance with Judicial Conference Policy and to address privacy concerns:
i. parties must file a Notice of Intent to Redact within 7 calendar days of the
filing of the official transcript;
ii. if redaction is requested, parties must submit to the court reporter a
Redaction Request within 21 days from the filing of the official court
transcript;
iii. parties must move the court for any additional redactions beyond those
identified in section (i);
iv. any redacted transcript shall be filed electronically using ECF within 31
days from the filing of the official transcript;
v. after the 90-day inspection-only period has ended, the original transcript,
or redacted transcript, if so filed, will be publicly available through
PACER and public terminals at the courthouse.
(c) The Judicial Conference Policy on Privacy and Public Access to Electronic Case
Files states that documents in criminal cases containing identifying information
about jurors or potential jurors shall not be included in the public case file and
shall not be made available to the public at the courthouse or via remote electronic
access. Transcripts of proceedings may become public record; therefore, counsel
are advised to use juror numbers instead of juror names during court hearings.
(2) Transcripts from Other Courts. A transcript of a proceeding of another court shall be
filed electronically in PDF, if so available, otherwise on paper.
(O) Facsimile Transmissions
No pleadings or other documents shall be submitted to the court for filing by facsimile
transmission without prior leave of the court.
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(P) Technical Failures
A filing user whose filing is made untimely as the result of a technical failure may seek
appropriate relief from the court.
(Q) Pro Se Litigation
Non-prisoner pro se litigants in civil actions may register for electronic filing, but are
limited to filing documents only in cases they are personally involved in. They are not
permitted to electronically file case-initiating documents, including amended filings.
Such documents must be filed in paper form and properly served.
While ECF access allows filing of pleadings and other documents electronically, it does
not preclude the option to file in paper format. However, any paper filings must include
an original signature. The Clerk’s Office will scan and upload to ECF any paper-filed
pleadings and documents in accordance with subsection (I) of these procedures.
If a pro se litigant retains counsel during the course of the case, the Clerk will deactivate
the litigant's ECF registration upon receiving the attorney’s notice of appearance.
(R) Access to Electronically Stored Documents
Access to electronically stored documents is available at the Clerk’s Office public
terminals and the Internet via the court’s ECF/PACER web site www.vtd.uscourts.gov
(requires a PACER username and password available at www.pacer.gov).
Public terminals at the Clerk’s Offices provide access to all civil filings made after
January 1, 2003, and all criminal filings made after November 1, 2004, excluding sealed
documents.
ECF/PACER provides access to civil filings made after January 1, 2003, and criminal
filings made after November 1, 2004, excluding sealed documents. The following
documents are restricted to case participants only: sentencing memoranda and plea
agreements filed prior to September 10, 2024, Social Security cases, and immigration
cases.
(S) Retention
The Clerk’s Office will discard all paper documents filed with the Clerk’s Office 30 days
after those documents have been successfully scanned and uploaded into ECF; therefore,
the court encourages attorneys to retain originals or copies of documents with intrinsic
value.
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(T) Correcting Docket Entries
(1) Filer Not Able to Correct. Once a document is filed electronically and becomes part
of the case docket, corrections to the docket are made only by the Clerk’s Office. The
ECF system will not permit the filing party to make changes to the document(s) or docket
entry filed in error once the transaction has been accepted and the NEF has been
displayed.
(2) Do Not Attempt to Correct. A document incorrectly filed in a case may be the result
of posting the wrong PDF file to a docket entry, selecting the wrong document type from
the menu, or entering the wrong case number and not catching the error before the
transaction is completed. The filing party should not attempt to re-file the document
as this will result in duplicate entries on the docket.
(3) Contact ECF Help Desk. As soon as possible after an error is discovered, the filing
party should contact the ECF Help Desk with the case number and document number.
The Help Desk will take the necessary actions to remedy the entry on the docket.
(U) Public Access to the Docket
(1) Public Access at the Court. Electronic access to the docket and documents filed are
available at no charge at the Clerk’s Office during regular business hours. A copy fee for
an electronic reproduction is required in accordance with 28 U.S.C. § 1930.
(2) Public Access via Internet Access. Remote electronic access to the system for
viewing purposes is limited to subscribers to the Public Access to Court Electronic
Records (PACER) system. Please visit www.pacer.gov for more information and
current access charges.
(a) Restricted Documents. Plea Agreements and Sentencing Memoranda in
criminal cases filed prior to September 10, 2024, along with all documents in
Social Security and immigration cases are restricted to case participants only.
(b) Sealed documents. Any document filed under seal cannot be accessed by the
public or by case participants.
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