Moot Court Procedures

MOOT COURT PROCEDURES OUTLINE

I. INTRODUCTION

Congratulations on your selection as a Moot Court Team member. As you know, the real work lies ahead. This outline will acquaint you with the facilities the University makes available to the Moot Court Teams, as well as the proper use of those facilities, and the procedures that should be followed.

II. THE LIBRARY

A. Access

The Moot Court Teams have the privilege of full access to the Law Library during its regular hours as well as when it is normally closed. You may enter the Library after-hours by swiping your University ID card through the card reader located at the entrance to the library. For card reader entry authorization contact the Director of the Law Library. A list of names of the team members (including Social Security numbers, email addresses, phone numbers and class-1L, 2L, 3L), along with a copy of each member's UT ID card, must be submitted at least 48 hours before access is needed, to have the authorization activated. The list must also include the name of the faculty advisor(s) for the team.

B. Computer Use

You may use any of the computers in the Reference Area of the Lower Reading Room. These computers give access to the online catalog, WilsonWeb (Index to Legal Periodicals), InfoTrac (LegalTrac and Government Publications indexes). You may also use the computers in Computer Lab A and Computer Lab B. Please do not attempt to change the configuration of, or add any software to, any of the computers in the Law Library.

C. Reservation of Rooms and Library Materials

1. Reservation of Rooms

Teams may reserve a secure Study Room on the third floor in the Law Library by contacting the Law Library Director. Since there are a limited number of rooms, a team member may not be assigned a room.

2. Reservation of Books

Teams may reserve books which normally circulate for up to 1 week after completion of the competition by submitting a "blue in-house carrel slip." Use carbon paper (available at the Circulation Desk) to make a copy of the blue slip. Insert the copy in the book to be reserved and return the original blue slip to the circulation desk. Be sure to indicate on the slip the number of the carrel or study room in which the book will be kept. This process is vital to the Library's ability to maintain its collection and to continue to serve all of the Moot Court Teams and other student and faculty users. A librarian will check Study Rooms periodically to determine which books need to be re-shelved. Books which contain no blue slip and books that are past due will be re-shelved.

3. Restrictions

In order for the Law Library to function effectively for all users, some materials are not available for the in-house "blue slip" circulation process. The following types of law materials will not be checked out to a study room or carrel through in-house circulation:

Statutes or Codes	Digest Volumes
ALR's	Shepard's Citations
CFR's	Federal Registers
Congressional Records	Looseleaf Volumes
Reserve Materials	U.S. Reports

D. Manners and Behavior

Please show consideration for other library users and for those faculty and staff who provide and maintain the library. Mind your manners. After spending so much time in the library researching and writing your briefs, the library does begin to feel like home, but it is not. Over the years, Moot Court Team members have consistently abused the privileges of the library which causes expensive repairs by the Physical Plant. The Law Library enforces rules which allow everyone to use and enjoy the benefits of the library. Rude, childish, and inconsiderate behavior creates poor public relations and a generally bad reputation for your team and all future teams. So...No Food, Drink (except in an approved container), or use of Tobacco products in the library! If you abuse these rules, your after-hours access and access to the Study Rooms may be denied.

III. PHOTOCOPYING RESEARCH

All copies pertaining to the Moot Court Team may be made in the Duplication Center, room 34 (in the basement). It is important that you log all copies made on the form hanging by the copy machine. On the form, please indicate your name, team & the number of copies made. If you are copying from library materials, please make sure they are properly checked out of the Law Library.

IV. BUSINESS OFFICE

A. Forms

The following 3 forms MUST be completed by the Business Office for every traveling Moot Court Team member.

1. Guest Traveler Form

Use this form (click above link) if not on UT payroll. The form is also available on the Business Office website under travel information or forms.

2. Travel Request Form

This form approves you for travel and reimbursement as a university representative. See Teresa Peterson or CJ Ottinger in the Business Office, Suite 265, as soon as you are informed that you have been selected for the team. No arrangements can be made without your signature on this form.

3. Travel Expense Report

IMMEDIATELY (within 24 hours) upon your return- you must provide necessary receipts and information (listed in C below) to Ms. Ottinger in order to file for your travel reimbursement. Approximately 14 days after the claim is processed, you should receive a reimbursement check or have the money direct deposited if you are on UT payroll.

B. Travel Advance

In case of absolute necessity, a travel advance of 80% of the estimated trip cost can be arranged. Procedures are as follows: A form for the travel advance must be signed by the team member. Information re: room arrangements, costs, etc., must be provided to Ms. Peterson or Ms. Ottinger by either the Moot Court Board chairman, team member, or faculty advisor. When information is available, the completed form will allow the team member to be advanced 80% of the estimated travel expenses. The team member must provide the other remaining 20%. Ms. Ottinger will have the travel advance check in the Business Office three days prior to departure. At the time the advance is picked up, you will be reminded of the allowances and necessary receipts to be secured. IMMEDIATELY (within 24 hours) upon your return you must settle your travel advance by providing necessary receipts and information to Ms. Ottinger in order to file your travel expense report. Approximately fourteen days after the claim is processed, you should receive a notification that you need to clear your travel advance. You will be required to go to the Treasurer's Office at 301 Andy Holt Tower to endorse a check for the money the University advanced to you, and at that time, you will receive the difference between the amount advanced and the amount claimed on the travel expense form. If you should spend less than the amount advanced, the overage must be reimbursed to the Treasurer's Office. RESPOND IMMEDIATELY–you must clear the advance with the Treasurer's Office regardless of whether the University owes you money. If you do not respond, the amount of money advanced to you will be DEDUCTED FROM THE DEAN'S PAYCHECK, and the Treasurer's Office may revoke our travel advance privileges!!!

C. Expenses

1. Method of Reporting

After the trip, take all receipts to the Business Office (these will be used to process your travel expense report). Please itemize your expenses for each day on a separate sheet of paper.

2. Reimbursing Expenses

You will be reimbursed for the following expenses only:

a.  Lodging & Meal Allowances-Travel within TN

Lodging
Level I (US/TN1U): Davidson, Hamilton , Knox, Shelby , Sevier, Williamson , Washington Counties and Johnson City	$75.00 plus taxes
Level II (US/TN2U): All other locations in the State of Tennessee	$65.00 plus taxes
Meals: Daily rate	$38.00

 

b.  Lodging & Meal Allowances-Out-of-state Travel

The maximum allowances for both lodging and meals will be in accordance with the rates published by the U.S. General Services Administration (CONUS). The meal allowance includes both the allowance for meals plus $3.00 for incidentals. The CONUS rates applicable for all cities can be found at the U.S. General Services Administration web site (http://www.gsa.gov).  Select per diem rates under Travel Services for per diems by city and state for meals and lodging.

c.  Partial Meals Allowances for Day of Departure & Day of Return for both In-state & Out-of-state Travel:

Reimbursement for meals for the day of departure and the day of return will be calculated based on the number of hours the traveler is in travel status. The values are as follows:

Day of Departure: 

Time of Departure	Hours in Travel Status	% of Per Diem
0:00 - 5:59	18:01 - 24:00	100%
6:00 – 11:59	12:01 - 18:00	75%
12:00 – 17:59	6:01 - 12:00	50%
18:00 – 23:59	0:01 - 6:00	25%

Day of Return: 

Time of Return	Hours in Travel Status	% of Per Diem
0:01 - 6:00	0:01 - 6:00	25%
6:01 – 12:00	6:01 - 12:00	50%
12:01 – 18:00	12:01 - 18:00	75%
18:01 – 24:00	18:01 - 24:00	100%

 

d.  Meal Allowance for One-Day Trips:

A meal allowance is available for 1-day travel when the duration of the trip is greater than 12 hours. For trips lasting 12-18 hours, the reimbursement rate will be 75% of the daily rate. For trips lasting greater than 18 hours, the reimbursement rate will be 100% of the daily rate. No reimbursement is applicable when the duration of a 1-day trip is less than 12 hours.

 

e.  Meals Included in a Registration Fee or Entertainment:

A partial meal allowance is available when meals are provided as a part of a registration fee for a conference, seminar, or workshop or as part of entertainment. No meal allowance is available if the registration fee includes all meals for that day. Continental breakfasts that may be included in a registration fee are not considered a meal. The deductions for meals provided are based on a full-day meal rate as follows:

20% for Breakfast
30% for Lunch
50% for Dinner

 

f. Taxi Fare

Best to have receipt for filing purposes. Travel as a group. Note on receipt the purpose of trip. No reimbursement for trip to entertainment.

 

g. Airport Parking

Must have receipt.

 

h. Tips

Will only reimburse for hotel check-in fee up to $5.00. No check-out fees allowed. No taxi tips allowed if not included in fare.

 

i. Telephone Calls

Must have receipt. Only calls to the law school will be reimbursed and each call must be fully explained on travel reimbursement.

 

j. Hotel

Must have itemized final receipt with room and tax listed separately for each day. Each team member in a room should have a receipt (even if sharing a room).

 

D. Travel Arrangements

As soon as possible, determine room assignments and report them to Mrs. Ottinger. She will then make reservations at the conference hotel. She will also make bus/car/plane reservations. Airfare is prepaid by the University. Be advised- once a reservation is made, it cannot be changed because the tickets are normally non-refundable. Mode of travel must be based on most economical cost.

 

E. Mailing the Brief

See the Business Office for details of postage/shipping and making mega-copies of the brief. Arrangements must be made well in advance for copying briefs. They are usually sent to Graphic Arts across campus, which normally requires 3 days turn-around time. Should you desire special treatment (i.e. binding, covers, three hole punch), an additional day must be allocated. Briefs must be completed and in final form at least 5 days prior to the deadline for mailing to allow duplication time. If for some reason your team cannot meet this deadline and the brief has to be printed at another location, you must get approval from the Business Office. In addition, your team will be responsible for paying the difference in cost. Graphic Arts will print for 2 ½ cents per page - any cost above this amount must be paid by the team members. Please check with the Business Office several days before you expect to mail briefs to insure that money for postage is available and that proper procedures are followed.