Blog Category: Court Reporting

Delivering the intended meaning of testimony demands the correct usage of punctuation, which, of course, is the responsibility of the court reporter. Punctuation was originally developed in Greece and Rome by speech writers who were attempting to convey when the orator was to pause and for how long. The period symbolized the longest pause (or beat), and the comma, the shortest. Each punctuation mark has its own history, and the rules of punctuation have evolved and continue to evolve over time.

What reporters need to keep in mind when punctuating transcripts is that the rules are not altogether the same as those put forth in the Oxford Dictionary. Let’s begin with quotation marks. We use them to quote material cited or read into the record.  The Oxford Dictionary guide suggests using a colon followed by a single inverted comma, or quotation mark. Another guide suggests using the colon before quoted material if the material citation is more than three lines in length.

Reporters vary in their styles of handling quoted material. For instance, some reporters choose to avoid placing quotes around material that is read into the record and opt instead to place commas around the quoted material. Other reporters choose to verify the quote from the document read and place quotes around it. As for the words “quote/unquote,” some reporters choose to apply the quotation marks, while others choose to include the words as spoken, including the words “quote” and “unquote” with no quotation marks.

Reporters do not use ellipsis in transcripts to indicate an interruption in thought or incomplete sentence; instead, we use the double hyphen or dash. Remember, when inserting the dash, do not capitalize the word following the dash unless the word would otherwise be capitalized, such as a proper name.

Commas are used: (a) to separate elements in a series with three or more items. The comma before the conjunction is optional; (b) to set off tag clauses, introductory and parenthetical elements; (c) to separate cities, states and countries and coordinating adjectives; and (d) to set off quoted elements, contrasting phrases, and to avoid confusion.

Although many courts ask that reporters italicize or underline case names, some court reporting translation programs have difficulty identifying italicized and underlined elements in keyword searches and indexes; so reporters should learn the software limitations, if any, and work around them with quotation marks.

One missed comma can change the entire meaning of a sentence, so it is important that reporters include as much punctuation as possible while taking the testimony, thus reducing the possibility of a comma catastrophe. When in doubt, dashes are a wonderful tool.

According to a 2006 National Court Reporters Association report, on average, just 5 to 10 percent of students who enroll in court reporting schools graduate. While court reporting programs across the country are working to improve that statistic, Planet Depos wishes to share the following tips for aspiring court reporters:

1) The average amount of time it takes to complete a certified realtime reporting program is 33 months, so plan accordingly.

2) Use memory games to build your memory and improve your brief retrieval capability.

3) Keep up with the local, national and international news.

4) Build your English vocabulary by becoming an avid reader and looking up words you do not know.

5) Learn medical prefixes and suffixes, as well as legal terminology.

6) Network with other court reporting students.

7) Allot at least two hours, six days a week, to practice.

8) Customize a speedbuilding regimen that starts with a warm-up and a cool-down that works for you, e.g.:

a) Read and stroke briefs.
b) Drill briefs using audiotapes.
c) Begin practicing below target speed.
d) Build speed incrementally with short takes.
e) Master brief takes, then work on longer takes at speed.
f) Practice doing ten-minute takes at speed to increase stamina.
g) Read back every second or third take.
h) Cool down with briefs and drills.
i) Read back your best and worst takes, figure out what went wrong, and apply that insight the next time you write.

9) Practice writing dictation that includes engineering, medical, and patent terminology, as well as proper names.

10) If you can’t remember a brief, write it out.

11) Every 20 minutes, take your hands off the steno machine and get a drink of water, stretch, or go to the bathroom, and come back refreshed every 20 minutes.

12) If you are beginning to write sloppily, lower the speed of your drills and build from there.

13) Never repeat something mentally before stroking it.

14) Never watch your hands. Focus on a spot in the room, and concentrate on the sounds as if it was music flowing through you.

15) Beat tension with hand, wrist, arm, neck and shoulder exercises, as well as breathing exercises.

16) Create realistic goals.

Court reporting is just like a foreign language. To become proficient, it takes immersion. If you immerse yourself several hours a day with a practice regimen that works for you, you will progress. If you are not progressing, review your routine and tweak your practice regimen accordingly.

The written knowledge portion of the National Court Reporters Association (NCRA) Registered Professional Reporter exam consists of 110 multiple-choice questions covering reporting and professional practices, medical and legal terminology, and technology. Reporters must score 70 percent (77 of the 110 questions) or higher to pass. Here are a few tips in preparing to take the exam:

(a) Begin with learning basic court reporting terminology and technology terms.

(b) Gain an understanding of the court system, courtroom procedures, transcription, and legal terminology by reviewing state-sponsored court reporting manuals/handbooks, such as those conveniently provided on-line by Alaska, Arizona, Indiana, Maryland and Missouri.

(c) Review NCRA’s Code of Professional Ethics.

(d) Learn medical prefixes and suffixes and human anatomy.

(e) Expand your legal vocabulary.

(f) Hone your grammar and punctuation skills.

(g) Learn how to transcribe case citations.

(h) Review sample written knowledge exam questions, such as those from the Certified Shorthand Reporter exam administered in the State of Illinois.

(i) Log on to Pearson Vue, download the tutorial, and develop an understanding of how the test will be administered, how to flag and unflag questions, and how to submit the exam.

Registration for the next NCRA written knowledge exam is open until July 3rd and reopens in September for the October exam. Reporters must report to a Pearson Vue Professional Test Center to take the exam.

There are many workbooks, study guides, and flashcards available to purchase, in addition to the resources provided here. The key is giving yourself enough time to learn everything without cramming. Study an hour a day for a few months prior to the exam, and you should be all set.

In polling the reporters who work with Planet Depos about when they interrupt a proceeding, the general consensus was that they don’t unless they absolutely, positively must. The two primary reasons for interrupting include:

• People speaking over one another
• People not speaking loudly or clearly enough

Because court reporters are expected to create a verbatim record, when people speak over one another, speak too quietly, or mumble/garble their words, court reporters may have no option but to interrupt.

The National Court Reporters Association distributes an excellent guide for attorneys entitled “Making the Record,” in which these issues are addressed. This guide book suggests that if counsel were to maintain an “awareness” that everything they say will be transcribed and retained as a permanent court record, that that is the first step to creating “an effective, usable record.” It goes on to explain that if the court reporter didn’t hear it, the jury probably didn’t hear it either.

Ken Norris, a reporter with Planet Depos, suggests that interrupting is a very “delicate” topic, and that if he finds he has no option but to interrupt, he is always “extra courteous” and will always ask for a pardon for the interruption.

“Recycling Negativity: Learning to Deal with Difficult Situations,” by Dorthea and Jim Brady, reminds reporters that “Learning to master difficult situations requires keen insight, flexible thinking . . . and direct communication,” all essential in evaluating when to interrupt. They also suggest being honest with yourself and asking questions like: Do my skills need improvement? Will improving my skills help alleviate some of these difficult situations?

In conclusion, court reporters should strive to keep interruptions to an absolute minimum, to communicate confidently the reason for the interruption, clearly and professionally, and to thank everyone for their assistance.