Court Support Personnel Staffing Estimation

December 24, 2025 7:02 PM
The following staffing formula was developed as a part of the Public Policy Research Institute (PPRI) at Texas A&M University's 2024 study, "The Hidden Backbone of Justice: Insights into Staffing Levels and Salaries of Court Support Personnel," commissioned by the Texas Office of Court Administration (OCA) in response to a legislative rider to assess the staffing levels and salaries of court personnel across Texas.
The study examined the perceptions of workload, hiring challenges, retention issues, and compensation disparities in Texas' district courts, statutory county courts, statutory probate courts, and OCA children's courts. Additionally, it provides data-driven recommendations to optimize staffing levels and salaries to enhance the efficiency and effectiveness of the Texas justice system. The full report detailing the findings of the study can be found here.
This formula is designed to be a tool for court administrators, managers, clerks, and judges to estimate the number of staff needed to perform the necessary administrative support tasks for their offices.
Formula Instructions:
  1. For each line item, enter data based on weekly averages.
  2. Enter the number of tasks typically performed in a week
  3. Enter number of current staff performing each task categories. Note: Does not have to be a whole number.
  4. If necessary, adjust up or down the suggested average # of hours per single task (first column) to match the time required to perform your local practices and procedures in that task category. Note: Does not have to be a whole number.
  5. Optional: If needed, add up to two additional task categories in the last lines provided for any items that take significant staff time but do not fit within the provided categories.
  6. Print to PDF the calculation results. Note: Entries and results are not retained on this website. If an error is found, re-enter the correct data to print the corrected calculation results.
  • The formula lists 15 job functions and provides example tasks for each job function. The formula allows for 2 additional job functions that may be completed for the jurisdiction or court, if needed.
  • Each job function defines what one task is equivalent to under the job function for purposes of the formula. This information is necessary to complete the remainder of the formula.
  • For each job function, we have provided a suggested number of hours it takes to complete one task per week per one staff member assigned to the job function.
    • Those completing the formula for their jurisdiction have flexibility to overwrite the suggested time per task if they have a more empirically supported amount of time to complete each task for their jurisdiction or court.
  • For each job function, the person completing the formula will need to enter the number of tasks (using the definitions provided under the job functions) in the corresponding '# of task' blanks.
    • Some tasks may be difficult to estimate on a weekly basis. We suggest looking at your number of tasks by quarter and dividing that number by 12 or number of tasks and dividing that number by 4 to estimate your number of tasks per week.
  • For offices with multiple staff with discrete roles, the person completing the form may enter the number of staff assigned to each job function in the corresponding blank in the '# of current staff' column.
    • These do not need to be 'whole' numbers and can be decimal points to represent part of full time staff equivalent.
    • Please note if you do not enter a number in this cell, it will show the office is 'understaffed' in the specific task. This should not be considered independently of the total number of staff needed to support the office as we recognize that some offices will not have staff assigned to specific roles.
  • For each job function, the formula will provide a calculation of the number of staff needed to perform the function based on the amount of time per task, number of tasks, miscellaneous time, and number of current staff.
  • The formula will also provide a total number of staff needed to support the office based on the totality of the information entered the formula.
  • Each of these estimations should be taken into consideration with the data entered and configuration of staff for the office.
  • The formula assumes a 40-hour work week for all administrative employees.
  • This formula calculates a miscellaneous time allowance of 13.75% per task to account for staff time between tasks, time spent performing other tasks which may not be covered by the specific job functions of the formula, and paid time off.
Download Methodology Explanation
 
# of hours per week per one task per 1 staff
# of tasks
  • Enter the average weekly tasks. If tasks are not performed weekly: Divide monthly averages by 4 or divide annual averages by 50 to determine the weekly average.
  • Task performed twice a month: Enter "0.5";
  • Task performed 9 times per month: Enter "2.25".
  • Task performed 8 times per year: Enter "0.16".
# of hours
Miscellaneous
# of staff to complete all tasks
# of current staff
  • 1 employee splits time equally across four task categories: Enter "0.25" for each.
  • 2 employees each spend half their time performing a single task category: Enter "1".
  • 1 part-time employee performs only one task: Enter "0.5".
# of positions to fill Calculation results shown in column are based upon data entered.
  • Results shown in green may indicate adequate or over staffing for each listed task category.
  • Results shown as negative red numbers indicate number of additional staff needed for the quantity of tasks and hours per task. [Reminder: All entries should reflect weekly averages.]
  • When one task category reflects over-staffing while another indicates under-staffing, it is may likely be an indicator of opportunity to provide cross-training for existing staff positions.
  • The column's page total is the best indicator of whether overall staffing is retained to perform the total quantity of tasks, as identified and entered in the form.
  • Calculations for number of staff does not include consideration of available paid time off.
Manage court operations
Tasks:
  1. Interact with the court's case management system as needed to document case progress to resolution
  2. Maintain court files and records of cases on the court's docket

*For this function, one task is equal to the number of specialized dockets run by the court.
Manage the court calendar/docket
Task:
  1. Develop the court’s daily docket and communicate the docket to other parties, such as the court reporter and bailiff

*For this function, one task is equal to the number of specialized dockets run by the court.
Administrative support to the court
Tasks:
  1. Provide general administrative support to the court and judge, such as answer the phone or emails to the general accounts
  2. May include processing vouchers for attorneys fees
  3. May include scheduling interpreters for proceedings

*For this function, one task is equal to the number of administrative staff assigned to the court.
Assist the judge with court proceedings
Task:
  1. Assist in the calling of the docket and flow of the day's proceedings

*For this function, one task is equal to the number of court coordinators assigned to the court.
Assist with activities supporting probate and guardianship cases in the court
Tasks:
  1. Prepare court files for review in probate and guardianship cases
  2. Review documents submitted for annual review ahead of case setting
  3. Contact parties to the case for any additional documentation needed

*For this function, one task is equal to one probate/guardianship case.
Coordinate the request for juries for the court with the District Clerk
Tasks:
  1. Communicate with the District Clerk’s office when jury pools will be needed for the court
  2. Communicate with the District Clerk’s office when cases are resolved, and juries are no longer needed for

*For this function, one task is equal to the number of cases set for jury trial.
Auditing court reports and dockets to comply with reporting guidelines
Task:
  1. Provide administrative support to validate data requests for mandatory reporting on behalf of the court.

*For this function, one task is equal to the number of mandatory reports created on behalf of the court.
Assist in the development of court guidelines, procedures, and standards
Task:
  1. Provide administrative support in the development of standard operating procedures for the court based on statute and guidelines

*For this function, one task is equal to the number of administrative staff assigned to the court.
Administrative support for county processes as requested by the judge and other departments
Tasks:
  1. Provide administrative support for the drafting of the annual budget to be generated on behalf of the judge or court
  2. Perform support duties such as approving time sheets, time off, or other human resource processes

*For this function, one task is equal to the number of administrative staff assigned to the court.
Participate in required professional development and training
Tasks:
  1. Complete required professional development and/or training to maintain certifications
  2. May include attending annual conferences or meetings

*For this function, one task is equal to the number of administrative staff assigned to the court.
Tasks:

Tasks:

Totals
50.5
0
0
0
0
0
0