Minnesota Government Access

1. Make sure the Agency wants and is eligible for MGA. (See the Policies and Notices tab for eligibility information.)
2. Designate an Agency Account Manager (required).
3. Use the following links to correctly prepare the Application Materials.:
   1. Agency Account Managers’ Checklist; and
   2. Users’ Instructions
4. Gather and prepare the following, required Application Materials to submit:
   1. Master Subscriber Agreement (or if applicable Civil Legal Services Master Subscriber Agreement);
   2. Master Subscriber Agreement Signing Authority;
   3. MGA Request Form;
   4. User Acknowledgement Form(s) (or if applicable Civil Legal Services User Acknowledgement Form); and
   5. CAT (Configuration Assessment Tool) - (Excel spreadsheet)
5. Manage the process.
   1. Identify each User who will need to use MGA.
   2. Provide the Users with these two (2) documents:
      • Users’ Instructions;
      • Quick Reference Guide: Registering for MGA

• Use the following links to correctly prepare the Application Materials.:
  • Agency Account Managers’ Instructions;
  • Agency Account Managers’ Checklist; and
  • Users’ Instructions 
• See FAQs, #17, for more information regarding Agency Account Manager responsibilities.
• Learn the Users’ registration process.
• If you have Users who work for multiple agencies, please contact the Minnesota Judicial Branch at the beginning of your preparation so we can guide your Agency on how to proceed with the application process.
• To update (add or remove) Users for your Agency once your application has been approved, see the Update Existing Accounts tab.

• Must be signed by someone with authority to bind the Agency.
• If you are applying for multiple Agencies, you must complete one Master Subscriber Agreement per Agency.
• A single Agency cannot apply for access on behalf of all Agencies within a county.
• Submit one application on behalf of your Agency, not on behalf of your individual business units.
• The “Government Subscriber Name” field must contain the name of the Government Agency (not a person’s or law firm’s name).

• This document is documented verification of authority to sign on behalf of and bind the entity.
• There is no specific document for this signing authority, as the verification of authorization for each signer varies by Agency. The Minnesota Judicial Branch needs documentation that tells us the person signing the agreement has the authority to sign it.
• Examples:  Typically, an Agency will send us a city or county resolution; city or council charter language; or other documentation referencing a specific statute or ordinance that grants the person signing the agreement the authority to sign the agreement on behalf of the Agency.
• If your Agency already has an existing resolution regarding electronic access with the Minnesota Judicial Branch, the resolution needs to be general enough to cover the revised Master Subscriber Agreement being signed now. If you need to get a new resolution passed, we will keep your file open until the appropriate governing board has been able to meet and pass your resolution.

• Must be completed on behalf of the Government Agency (e.g., not a person’s or law firm’s name).
• Must be signed by the same person who signs the Master Subscriber Agreement. Their information should also be put in the Agency Director/Manager Authorizing Request block on the first page. Agency Account Manager information should be put in the Agency Account Manager block.
• If you are applying for multiple Agencies, you must complete one MGA Request Form per Agency.
• If you work for more than one Agency, you may need to register for each Agency, but you can have only one email address in the system. Please contact the Minnesota Judicial Branch at the beginning of your preparation so we can guide your Agency on how to proceed with the application process.

• Users sign this form after they have completed the online registration process, and then give them to you so you can complete the CAT.
• All the signed User Acknowledgement Forms need to be combined into one PDF document.

• The CAT is completed after all Users have finished the entire registration process.
• The information on the CAT (User names and email addresses) has to match exactly what Users used when registering.
• The CAT must be submitted as an Excel spreadsheet (not as a scanned document).
• A completed CAT is sent to the Minnesota Judicial Branch’s IT Department to configure Users’ roles and verify the data that Users inputted in the online registration system.

Agency Account Manager:

Each Agency has an assigned Agency Account Manager, who (1) serves as the point of contact between the Agency and the State Court Administrator’s Office, (2) maintains a current list of the Agency’s Users and their signed User Acknowledgment Forms, (3) promptly notifies State Court Administration when an Agency’s Users with individual logins should have accounts added or deleted, and (4) reports violations of the agreement by an Agency’s Users and the steps taken to remedy the violations.
 
CAT (Configuration Assessment Tool):
The CAT is the Excel spreadsheet of all Users who have self-registered, signed User Acknowledgment Forms, and are requesting access.
 
Government Agency: 
A Government Agency encompasses Minnesota federal, state, and local government entities. Non-profit corporations and private attorneys are not eligible.  However, if a private attorney is under contract with a Minnesota state or local Agency (such as a city prosecutor), the Agency may apply and allow the private attorney to use its account for government purposes only. The Agency must submit the application and oversee usage of any accounts used by private attorneys under contract. For more information, please read the Policies and Notices tab .
 
Master Subscriber Agreement:
The Master Subscriber Agreement is a legal agreement; it is the short name for “Master Subscriber Agreement for Minnesota Court Data Services for Governmental Agencies.” Government Agencies must sign a revised Master Subscriber Agreement with State Court Administration to receive access to MGA.
 
MGA (Minnesota Government Access):
MGA is an Internet-based application that provides Government Agencies appropriate
electronic access to court records and documents.
 
User:
A Government Agency’s employee or independent contractor who requests and receives appropriate electronic access to MGA.

User Acknowledgement Form:
The form signed by each User within the Government Subscriber’s Agency to confirm, in writing, that the User understands the requirements and restrictions of the Master Subscriber Agreement.

1. Verify that each User (including you) has registered online for MGA and signed and given you a User Acknowledgement Form.
2. Gather all the Users’ exact User names (email addresses) they provided during online registration and add them to the CAT, while verifying that the User names (email addresses) exactly match what they used to register online (e.g., Thomas vs. Tom).
   •  Important!  The CAT must be completed: 
     •  ​In Excel format; and
     • After Users have finished online registration.
3. Complete all Application Materials (see the Prepare Tab for more information).

All the following, required Application Materials to GSAreceiving@sp.courts.state.mn.us with a subject and message of your choice:

1. Master Subscriber Agreement (or Civil Legal Services Master Subscriber Agreement);
2. Master Subscriber Agreement Signing Authority;
3. MGA Request Form;
4. Signed User Acknowledgement Form(s) (or Civil Legal Services User Acknowledgement Form); and
5. CAT (Configuration Assessment Tool) – in an Excel spreadsheet

The Minnesota Judicial Branch will do the following:

1. Alert the Agency Account Manager if there are any discrepancies or questions.
2. Notify the Agency Account Manager when your Agency has access and Users’ accounts have been set up and are ready for use.
3. Send a fully executed copy of the Master Subscriber Agreement to the Agency Account Manager, after the Agency’s application has been completely processed.

 

• Release Overview - November 2020
• Handout: Minnesota Government Access (MGA) Subscriber Access Overview
• Application Overview: MGA
• Fast Facts: MGA
• Quick Reference Guide: Registering for an Account
• Quick Reference Guide: Searching for Case Information
• Quick Reference Guide: Searching for Hearings
• Quick Reference Guide: Using Advanced Filtering Options
• Quick Reference Guide: Filtering Search Results
• Troubleshooting Guide
• Video: MGA - Access to Court Records and Documents
• Video: MGA - System Overview and Demonstration

Agency Account Manager completes the following:

1. Send User two documents: the Users’ Instructions and Quick Reference Guide:  Registering for an Account.
2. CAT (Configuration Assessment Tool) after each User has registered online – in an Excel spreadsheet.
3. Gather and combine signed User Acknowledgement Form(s), or if applicable signed Civil Legal Services User Acknowledgement Form(s) after each User has registered online and completed the form – compiled in one PDF document.
4. MGA Change Request Form. 
5. Submit all Documents to GSAreceiving@sp.courts.state.mn.us

Agency Account Manager completes the following:

1. CAT (Configuration Assessment Tool)  – in an Excel spreadsheet.
2. MGA Change Request Form
3. Submit all Documents to GSAreceiving@sp.courts.state.mn.us

Examples:

• Who should sign the Master Subscriber Agreement for my agency?
• My users have all registered for MGA.  Where do I send the application materials?
• Does my agency have access to confidential juvenile delinquency case records?

Who to Contact

MGAAccessSupport@courts.state.mn.us. 
(NOTE: Application materials and Change Requests must be sent to GSAReceiving@sp.courts.state.mn.us)

Examples of Technical Support

If you received an error message when using MGA, please take a screenshot and describe the error message.    

• I received an error when registering for MGA. What should I do?
• When I try to log into my account, I receive an error message.
• I receive an error message when attempting to access a case.  Now what?

How to contact

Complete the Technical Support Form.  Provide as much detail as possible, including case number, screenshot of error message, document name and date/time.
 

Examples:

• Who is the judicial officer assigned to {X} case?
• Why is {Z} listed as a participant on {Y} case?
• What does this abbreviation mean?
• I cannot access a document via MGA. 

Who to contact

Contact the applicable local court administration.
 

For Individual Users that have active accounts, MGA may be accessed through: MGA Login Access.
 
Please review the Notification section of the login screen for updates and other information.

Use the Resources and Support tab to find information assistance related to MGA. Submit your question using one of the 3 options.  Be sure to select the correct option to ensure your question goes to the appropriate support staff and can be answered as quickly as possible.  

The bookmark/favorite link has been corrupted and has the incorrect address in the URL address bar (e.g. https://mga.courts.state.mn.us/MNPRODPORTAL?AspxAutoDetectCookieSupport=1).  To correct this error or avoid this from happening again, update or change the link to the root site address https://mga.courts.state.mn.us/MNPRODPORTAL.

For security reasons, MGA automatically logs you out of the system after 60 minutes of inactivity. The automatic log out is required because the Judicial Branch is sharing confidential case information and confidential documents through MGA.

No. Not at this time. The Master Subscriber Agreement does include fee provisions, in the event that fees are added in the future. Agencies will be notified before any fees are imposed.

Your user name is the e-mail address you entered when you registered for MGA. We recommend the address be your daily email address used with your agency.

The case documents and access available is explained in our MGA Subscriber Access Overview handout located on the public MGA training tab.  Please contact MGAAccessSupport@courts.state.mn.us if you have additional questions about your access.

Please contact local court administration to request access to the document.  Include the case number and the document name in your request.   The document may need to be reviewed by local court administration.

First, click on the “Smart Search” tab and resubmit your request.  Sometimes the result appears after the second or third request.  If that does not work, please report this issue via our Technical Support Form.  We are tracking when this error occurs and sending the information to our vendor.

MGA has a Hearings Search option. You can search for hearings by judicial officer, party name, case number, attorney name and/or attorney bar number for an entered date range.  MGA does not provide a calendar “session” view that displays the calendar(s) for a particular county or court location.  We are aware of this need and are hoping to have this functionality in a future release, although a specific date is not available.  You may continue to use Odyssey Assistant (“OA”) calendar functionality, if available at your agency.

You can search by using a wildcard (*) asterisk:

• The user can type in a minimum 4 letters or numbers and then the wildcard asterisk in the Smart Search field and click submit.
• If a user types 4 alpha characters and a wildcard, the system will return a list of matching names instead of record numbers.
• If no wildcard is present, the system assumes an exact name or case search.

At this time, you need to use MCRO to search for judgments. You may also use an MPA Courthouse terminal at any Minnesota District Court to perform a judgment search.

No. Background checks are conducted through the Minnesota Bureau of Criminal Apprehension's (BCA) Computerized Criminal History (CCH) system, which you can access:

• Online at https://cch.state.mn.us/;
• At their office located at 1430 Maryland Avenue East in St. Paul; or
• By calling (651) 793-2400 for information.

The BCA's CCH system links prior criminal history through fingerprints to verify the identification of the individual. MGA cannot provide this level of verification.

The agency application process for MGA is outlined on the MGA webpage under the Apply for MGA Access tab.

To add new users and remove users from your current MGA accounts, go to our public MGA webpage. Click on the Update Existing MGA Accounts tab.

New agency applications and Change Requests are sent to GSAReceiving@sp.courts.state.mn.us.  Please do not mail or email materials to other addresses unless specifically requested.  Additionally, secured emails and attachments sent through third party applications cannot be opened by the Judicial Branch.

The Master Subscriber Agreement is to be signed by the director/administrator/manager of your agency, on behalf of the entire agency (i.e., identify your agency name at its highest level, such as Ramsey County Attorney’s Office, or City of Montevideo, or other agency/entity name). Many agencies require city council or county board action to grant the authority to enter into the agreement.

Yes, each agency is required under the Master Subscriber Agreement to have an Agency Account Manager. The Agency Account Manager responsibilities include:

• Serving as the point of contact between the agency and the State Court Administrator’s Office;
• Maintaining a current list of the agency’s Individual Users and their signed User Acknowledgment Forms;
• Promptly notifying State Court Administration when an agency’s Individual Users with individual logins should have accounts added or deleted; and
• Reporting violations of the Agreement by an agency’s Individual Users and the steps taken to remedy the violations.

Your agency director/administrator/manager designates the individual he or she wishes to serve as the Agency Account Manager. The Agency Account Manager must be able to perform the responsibilities stated above (See #27).  Larger agencies may need to have more than one Agency Account Manager.  However, we strongly recommend agencies have no more than two agency account managers.

Check your junk mailbox and/or spam folder for the registration emails. The emails may also take some time to generate (often up to one hour).

You need to work with your Agency Account Manager, who will submit a request on your behalf. Registering your email address is just one step in requesting access to MGA. MGA accounts may take a few weeks to set up after we receive the necessary information from the Agency Account Manager. Once your account is set up, you will receive an email.

Your users can confirm if they have completed the registration process.  Users that have completed the process will receive two confirmation emails, which you can use to verify their registration.  A Quick Reference Guide is available to assist users with both steps of registration.

No. This is not a required field.  Completing this field will not update any attorney or agency information on any case records with the Minnesota district courts.

During registration, select one of your multiple counties from the dropdown menu.  A “State” option is also available in the dropdown menu for agencies that have statewide jurisdiction, such as the State Appellate Public Defender’s Office.  Public defenders will be prompted to select a district when registering. Make sure to include your full agency name during the registration process.

The city/municipality that you contract with is the “agency” for the purposes of your MGA application. The city/municipality will enter into the Master Subscriber Agreement and sign the Request Form. Make sure to include documentation of verification of authority for the person signing the agreement. You will likely submit the application on behalf of the city/municipality.
 
If you represent/work for more than one city, please contact MGAAccessSupport@courts.state.mn.us prior to submitting your application and we will assist with the application process.  Your MGA registration process will depend on the county where each agency is located.  You may need to complete a separate registration for each agency if the agency access differs. Each of your agencies needs to submit a Master Subscriber Agreement and the required supporting documentation.

• If you have changed agencies:
  • You will need to register your new email address and request access with the help of your new Agency Account Manager.
  • Your access with your old e-mail address will be removed per your former agency’s Agency Account Manager.
• If your email address has changed because of a name change:
  • You can update your contact email address by editing your MGA profile. This is the address that may be used for system notifications and user communications.
  • If you want to change your login ID to match your new email address, you will need to register the new email address and request access with the help of your Agency Account Manager.  The Agency Account Manager will also need to request that your old email address be deactivated.