Rules, Guidelines and Instructions for Accomplishing Monthly Report of Cases (SC Form No. 1 Revised January 1995)

January 16, 1995

SUPREME COURT ADMINISTRATIVE CIRCULAR NO. 04-95

 

This Court in Administrative Circular No. 8-93 dated 21 June 1993 directed all lower court judges and clerks of court/branch clerks of court to submit Quarterly Report of Cases in lieu of the Monthly Report of Cases. In the circular, judges and clerks of court were required to accomplish in full SC Form No. 1 (Rev.) giving particular attention to five enumerated items one of which was Item V re number of cases archived during the quarter.

For a more effective administrative supervision of lower courts, there is a need to have timely and accurate reports, and in order to facilitate the processing thereof monthly reporting of pending cases is restored effective January 1995.

In the preparation of the reports, the following rules, guidelines and instructions are required to be strictly observed:

I. Rules

1. SC Form No. 1 (Monthly Report of Cases [Rev. January 1995]) shall be the official form for the use of the lower courts in the submission of their monthly statistical reports of cases.

2. The Monthly Reports (SC Form No. 1, Rev. January 1995) must be accomplished by the clerk of court/branch clerk of court concerned and certified correct by his presiding judge at the end of each month, the original copy of which shall be filed with or sent by registered special delivery mail to the Supreme Court on or before the fifteenth (15th) calendar day of the succeeding month addressed to: ADHcTE

THE CHIEFSTATISTICS DIVISIONOFFICE OF THE COURT ADMINISTRATORSUPREME COURT OF THE PHILIPPINESMANILA

3. Failure to submit these Monthly Reports as required in the preceding paragraph shall warrant the withholding of the salaries of those concerned without prejudice to whatever administrative sanction the Court may impose on them. Mere submission of proof of mailing does not relieve the sender of the obligation to comply with the submission of the required report.

4. In case of loss of these Monthly Reports while in transit and/or upon notice thereof a certified true copy of the lost report shall be forwarded immediately to the Supreme Court.

5. Submission of these Monthly Reports is a requirement separate and distinct from other reports that are or may be required by this Court.

6. The Monthly Reports for the months of January and February 1995 shall be submitted during the first fifteen (15) days of March 1995, and thereafter, during the first fifteen (15) days of the succeeding months to which the reports correspond.

II. Guidelines and Instructions

1. Indicate with a capital letter "X" the appropriate court submitting the report.

2. Indicate the month and year for which the report is being prepared and submitted.

3. Indicate the station, province, branch and judicial region of the court submitting the report.

4. Fill in Columns (1) to (8) of Item I and indicate the total thereof in Column (9) to show the TOTAL NUMBER OF PENDING CASES AT THE BEGINNING OF THE MONTH.

Note: All entries under Columns (1-2-A), (1-2-B), (1-2-C) and (1-2-D) form part of the entries under Column (1) or (2) and should be excluded in determining the TOTALs under Column (9).

5. Case Inflow. — This refers to the movement of cases as filed in the docket, revived/reopened, or received from other salas/courts, in a specific court if it is a single sala court or in a specific sala if it is a multiple sala court. ECDHIc

(a) Fill in Columns (1) to (8) of Item II and indicate the total thereof in Column (9) to show the total number of cases added during the month. This figure represents the sum of all the statistical entries made in Items II-A, II-B and II-C.

(b) Fill in Columns (1) to (8) of Items II-A, II-B and II-C and indicate the total thereof in Column (9). The sum of all the figures in the three Items under each column should tally with the total number of cases added during the month appearing in Item II.

6. Case Outflow. — This refers to the movement of cases disposed of in the docket, cases transferred to other salas/courts, or cases wherein the proceedings are temporarily set aside in a specific court if it is a single sala court and/or a specific sala if it is a multiple sala court.

(a) Fill in Columns (1) to (8) of Item III and indicate the total thereof in Column (9) to show the total number of cases deducted during the month. This figure represents the sum of all statistical entries in Items III-A, III-B, III-C and III-D. Item III-A is the total of the entries in Items III-A-1 and III-A-2.

(b) Fill in Columns (1) to (8) of Item III-A, III-B, III-C and III-D and indicate the total number of cases of each Item in the corresponding boxes under Column (9). The sum total of all the figures in the four Items under each column should tally with the total number of cases deducted during the month appearing in Item III.

7. Fill in Columns (1) to (8) of Item IV and indicate the total in Column (9) to show the TOTAL NUMBER OF PENDING CASES AT THE END OF THE MONTH. This figure is the balance obtained after subtracting the figures appearing in the TOTAL box of Item III from the sum of the figures appearing in the TOTAL boxes of Items I and II.

8. Aging of Cases. — This refers to the period the case has been pending in the court from the time of filing in a specific court if it is a single sala court, or from the date of raffling to a specific court if it is a multiple sala court, to the date the Monthly Report of Cases is prepared.

Fill in Item X by indicating the number of cases corresponding to the period these cases have been pending. DSEaHT

9. Items V, VI, VII, VIII, IX, X, XI, XII and XIII are all self-explanatory. The total pending cases under Item X should tally with the entry in Item IV, Column (9).

10. The Monthly Reports must be signed by the clerk of court/branch clerk of court and duly certified correct by the presiding judge. The judge thus certifying must indicate whether he is the regular or acting presiding judge.

STRICT COMPLIANCE HEREWITH IS ENJOINED.

January 16, 1995.

(SGD.) ANDRES R. NARVASAChief JusticeSupreme Court of the Philippines

ATTACHMENT

SC FORM NO. 1 (Revised January, 1995)

MONTHLY REPORT OF CASES

ITEM NO. V — LIST OF CASES SUBMITTED FOR DECISION BUT NOT YET DECIDED AT THE END OF THE MONTH:

(Include Cases Previously Submitted for Decision that are Still Undecided)

ITEM NO VI — Number of Detention Prisoners at the End of the Month**

ITEM NO. VII — Number of Accused at Large

ITEM NO. VIII — Number of Probation Cases:

a. Number of probation cases pending at the beginning of the month

b. Number of probation cases approved during the month

c. Number of probation cases revoked during the month

d. Number of probation cases terminated during the month

e. Number of probation cases pending at the end of the month

ITEM NO. IX — Warrant, Temporary Restraining Orders (TROs), Injunctions:

a. Number of search warrants issued

b. Number of warrant of arrests issued

c. Number of temporary restraining orders (TROs) issued

d. Number of preliminary injunctions issued HIcTDE

ITEM NO. X — Aging of Pending Cases

a Less than 1 year

b. 1 year to less than 2 years

c. 2 years to less than 3 years

d. 3 years to less than 4 years

e. 4 years to less than 5 years

f. 5 years to less than 6 years

g. 6 years to less than 7 years

h. 7 years to less than 8 years

i. 8 years to less than 9 years

j. 9 years to less than 10 years

k. 10 years or more

Total Pending Cases

** This ITEM refers to the ACTUAL number of detention prisoners, regardless of the number of criminal cases involving detention prisoners under ITEM NO. IV, Column (1), e.g.; If Mr. A is accused of three (3) counts of Murder and is under detention, the figure to be entered under ITEM NO. IV-1 is "3", but under ITEM NO. VI, the entry should only be "1" as there is only one (1) detained person. Corollary, if Mr. A, Mr. B, and Mr. C are accused of Rape and are all detained, the figure to entered under ITEM No. IV-1 should be "1", but under ITEM NO. VI, the entry should be "3".

ITEM NO. XI — Decisions/Final Orders Appealed/Elevated for Review During the Month:

A. NUMBER OF DECISIONS APPEALED:

1. METC/MTCC/MTC/MCTC to RTC

2. RTC to SC

3. RTC to CA cSCTEH

4. RTC to Sandiganbayan

 Total

B. NUMBER OF INTERLOCUTORY MATTERS ELEVATED FOR REVIEW:

1. To SUPREME COURT

2. To COURT OF APPEALS

 TOTAL

ITEM NO. XII — Court Sessions:

A. PLACE OR PLACES WHERE COURT SESSIONS WERE HELD

B. NUMBER OF DAYS OF COURT SESSIONS DURING THE MONTH

ITEM NO. XIII — Other Activities Performed During the Month:

A. NUMBER OF MARRIAGES SOLEMNIZED

B. NUMBER OF DOCUMENTS NOTARIZED

C. NUMBER OF OTHER ACTIVITIES PERFORMED (Depositions, Official Conferences, etc.)

Certified Correct:	Respectfully Submitted:
Hon. ___________________	______________________________
Presiding Judge	Clerk of Court/Branch Clerk of Court

 RTC/CTA/METC/MTCC/MTC/MCTC/SDC/SCC