Ellis County Court Records Search
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Ellis County sits in north-central Kansas, with Hays serving as the county seat and largest city. The county’s court system handles the full range of legal matters heard across the state — felony and misdemeanor prosecutions, civil disputes, family law proceedings, probate cases, and municipal ordinance violations. Records generated by those proceedings are formal legal documents that serve as the official account of what transpired in each case, and most are available to the public under Kansas law.
People researching court cases in Kansas can access available case information through official court resources, courthouse public terminals, the clerk’s office, and online tools. KansasCourts.us can assist users in locating publicly available court case information specific to any Kansas county, including Ellis. The Kansas Judicial Branch also operates its own case search system for registered users, which is discussed further below.
How to Look Up a Court Case in Ellis County?
The primary record-keeper for court cases in Ellis County is the Clerk of the District Court, an office within the Ellis County Courthouse in Hays. The Clerk maintains records for every case type filed in the District Court — criminal, civil, domestic relations, probate, juvenile, small claims, traffic, and more. The 23rd Judicial District, which includes Ellis, Gove, Rooks, and Trego counties, administers these courts.
Ellis County District Court — Clerk of the District Court
Address: 107 W. 12th Street, P.O. Box 8, Hays, KS 67601
Phone: (785) 628-9415
Fax: (785) 628-8415
Email: Ellis_County_Clerk@kscourts.gov
Hours: 8:00 a.m.–12:00 p.m. and 1:00–5:00 p.m. (closed to public at 4:30 p.m.), Monday–Friday
Ways to search or request records:
- Online via Kansas CaseSearch — The Kansas Judicial Branch recently launched CaseSearch, a public tool for searching district court records statewide. Users can search by case number, party name, business name, or citation number. This replaces the prior Public Access Portal.
- In-person at courthouse terminals — Each courthouse maintains a computer reserved for public searches of case information and court records. Public access terminals allow free searches of non-sealed, non-exempt cases.
- KORA written request — Under the Kansas Open Records Act (KORA), K.S.A. 45-215 et seq., any person may submit a written request for copies of public court records. The Kansas courts provide an official KORA request form for this purpose.
- Mail requests — Send written requests to the Clerk’s mailing address at P.O. Box 8, Hays, KS 67601. Include the case number or party name, the type of record sought, and contact information.
Are Court Records Public in Ellis County?
Under the Kansas Open Records Act (KORA), K.S.A. 45-215 et seq., public records in Kansas — including court records — are open for inspection by any person unless a specific statutory exemption applies. Kansas courts operate on the same principle: records are presumed public unless sealed, expunged, or otherwise restricted by statute, court rule, or court order.
Categories of records not available to the general public include:
- Sealed court records and expunged criminal records
- Juvenile records (many child in need of care and delinquency records are restricted)
- Adoption records
- Grand jury proceedings
- Certain criminal investigation records
- Records protected by attorney-client privilege
- Preliminary drafts, notes, and attorney work products
- Unexecuted warrants
- Personnel information of government employees
- Medical, psychological, or drug and alcohol treatment records
- Records restricted by Supreme Court Rules (including Kansas eCourt Rules 20–25)
When a record is public but not yet available through the online portal — because a court has not yet fully transitioned to the Kansas eCourt case management system or because documents predate the transition — those records remain accessible at the courthouse terminal. The Kansas Supreme Court’s Rule 22 on Access to Public Electronic District Court Case Records governs what is accessible electronically versus what must be requested in person.
The Ellis County Sheriff’s Office also has its own KORA policy for law enforcement records. Written requests must be submitted to the Sheriff’s Office and must include the requester’s name, mailing address, phone number, and a detailed description of the records sought. The agency responds within three business days of receipt, with advance payment of fees required before records are released.
Ellis County Criminal Court Records
Felony and serious misdemeanor criminal cases in Ellis County are handled by the 23rd Judicial District Court. After a defendant is bound over from a municipal or magistrate proceeding, the case moves to the District Court, where all subsequent records — charging documents, motions, orders, plea agreements, and sentencing dispositions — are maintained by the Clerk of the District Court.
District Court criminal filing fee: $193.00 (felony)
Municipal Courts handle lower-level ordinance violations, infractions, and traffic offenses within their respective jurisdictions:
| Court | Address | Phone |
|---|---|---|
| Ellis Municipal Court | 815 Jefferson Street, Ellis, KS 67637 | (785) 726-4812 |
| Hays Municipal Court | 105 W. 12th Street, Hays, KS 67601 | (785) 625-1070 |
| Victoria Municipal Court | 1005 4th Street, P.O. Box 87, Victoria, KS 67671 | (785) 735-2259 |
Hays Municipal Court is open Monday through Thursday, 8:00 a.m. to 4:30 p.m. (closed Fridays). If a citation was issued by a Hays Police Department officer, contact Hays Municipal Court for records. Citations issued by the Ellis County Sheriff’s Office go through the District Court.
Searching criminal court records:
Criminal case dockets at the District Court level are searchable through Kansas CaseSearch or on the courthouse public terminal. For certified copies or specific documents from a criminal case file, submit a KORA request to the Clerk of the District Court at (785) 628-9415 or by emailing Ellis_County_Clerk@kscourts.gov.
Sheriff’s Office records and arrest information:
The Ellis County Sheriff’s Office maintains its own law enforcement records, including arrest logs, incident reports, and the county jail log. The Sheriff’s Office provides armed courthouse security and operates a 72-bed jail facility adjacent to the Ellis County Courthouse.
Ellis County Sheriff’s Office
Address: 718 Main Street, Hays, KS 67601 (Administrative Center)
Phone: (785) 628-9410
KORA Request Hours: 8:00 a.m.–4:30 p.m., Monday–Friday
All records requests to the Sheriff’s Office must be submitted in writing and include the requester’s name, address, phone number, and a detailed description of the records sought. Payment — by cash, check, or credit card (2.5% service fee applies to card payments) — is required in advance. Records requests are processed within three business days.
Statewide criminal history background checks:
The Kansas Bureau of Investigation (KBI) maintains the Kansas Central Repository for criminal history records. Name-based searches are available to the public online for a fee of $30.00 per search. The system is accessible daily between 4:00 a.m. and midnight Central Time. Fingerprint-based record checks are also available through the KBI for a fee of $45.00.
Ellis County Civil Court Records
Civil cases in Ellis County — including contract disputes, personal injury claims, landlord-tenant matters, small claims, and appeals from lower courts — are filed with and maintained by the Clerk of the District Court. The 23rd Judicial District Court has general civil jurisdiction, while municipal courts handle only ordinance and traffic matters.
District Court civil filing fees:
| Case Type | Filing Fee |
|---|---|
| Civil (general) | $195.00 |
| Small claims (up to $4,000) | $47.50 |
| Small claims ($4,000.01–$10,000) | $67.50 |
| Limited civil actions | Varies |
| Conservatorship | $91.50 |
| County code violation | $20.00 |
Small claims in Kansas are capped at $10,000. The 23rd Judicial District’s Small Claims booklet provides step-by-step guidance for filing and serving small claims actions in Ellis County. For those who cannot afford filing fees, a Poverty Affidavit may be submitted to the court to request a full or partial waiver.
To search or request civil case records:
- Use Kansas CaseSearch for online docket searches.
- Visit the courthouse terminal at 107 W. 12th Street for in-person searches during business hours.
- Submit a KORA request form to the Clerk of the District Court by mail, fax, or in person.
Self-represented litigants can find legal forms, guides, and resources through the Kansas Self-Help Center maintained by the Kansas Judicial Branch, and through the 23rd Judicial District’s Self-Help Center and Legal Forms page.
Ellis County Family Court Records
Family law matters — including divorce, legal separation, child custody, child support, paternity, protection from abuse orders, and adoption — are handled by the Ellis County District Court sitting as a family court. The Clerk of the District Court maintains all case files related to these proceedings.
Key family court case types and filing fees:
| Case Type | Filing Fee |
|---|---|
| Divorce/Annulment | $195.00 |
| Custody/Paternity | $195.00 |
| Adoption | No fee |
| Protection from Abuse | No fee |
| Child Support modification | $47.50 |
Divorce records and family court filings are generally public unless the court has sealed specific documents. Certified copies of divorce decrees can be requested from the Clerk of the District Court. Send the KORA request form with the case number, party names, and divorce date to:
Ellis County District Court Clerk
Address: 107 W. 12th Street, P.O. Box 8, Hays, KS 67601
Email: Ellis_County_Clerk@kscourts.gov
For certified divorce certificates (a summary document distinct from a full divorce decree), the Kansas KDHE Office of Vital Statistics issues these to eligible persons. Submit a completed divorce certificate application (also available in Spanish) along with a valid photo ID and a fee of $20.00 per copy to:
Kansas Office of Vital Statistics
Address: 1000 SW Jackson, Suite 120, Topeka, KS 66612-2221
Marriage records follow the same structure. Marriage licenses are issued through the District Court Clerk’s office in the county where the license was obtained. Certified marriage certificates are available through the KDHE Office of Vital Statistics using the marriage certificate application form (also in Spanish). These records are restricted to the record subject, immediate family members, and legally authorized representatives. The fee is $20.00 per certified copy.
Birth and death records are maintained by the KDHE Office of Vital Statistics for events registered in Kansas since July 1, 1911. Birth certificates are restricted to the individual named (18 or older), parents, spouse, siblings, children, grandparents, grandchildren, and authorized legal representatives. Death certificates are available to the decedent’s immediate family, legal representatives, and those with a direct legal or financial interest. Both cost $20.00 per copy. Use the official birth certificate application or death certificate application forms (Spanish versions are available for each) and submit with valid photo ID and applicable fees to the Kansas Office of Vital Statistics at 1000 SW Jackson, Suite 120, Topeka, KS 66612-2221.
Ellis County Probate Court Records
Probate jurisdiction in Ellis County rests with the 23rd Judicial District Court. There is no separate probate court in Kansas — the District Court handles all matters involving estates, wills, trusts, guardianships, and conservatorships. Probate case records are maintained by the Clerk of the District Court and are generally open to the public unless sealed by court order.
Probate case types handled by the Ellis County District Court:
- Testate and intestate estate administration (with and without a will)
- Will validation and admission to probate
- Appointment of executors and administrators
- Guardianship for minors and incapacitated adults
- Conservatorship proceedings
- Trust administration matters
- Care and treatment/mental health commitments
Probate filing fee: $91.50 (conservatorship); general estate filings are included in the standard civil fee structure.
To search for a probate case, use Kansas CaseSearch or visit the courthouse terminal at 107 W. 12th Street, Hays. To request specific probate documents — such as letters testamentary, will transcripts, guardianship orders, or estate inventories — submit a completed KORA request form to the Clerk of the District Court, specifying the decedent’s or subject’s name, the approximate filing date, and the documents sought. The Clerk’s office is open 8:00 a.m.–12:00 p.m. and 1:00–5:00 p.m., Monday through Friday (with public access closing at 4:30 p.m.).
For self-represented parties navigating probate proceedings, the Kansas Self-Help Center provides forms and procedural guidance. The 23rd Judicial District also maintains a Virtual Self-Help Center and hosts Legal Aid days at the Ellis County Help Center for residents who need in-person assistance with court procedures.