Republic of the Philippines

Supreme Court
Office of the Court Administrator
Manila
Orientation
Seminar-Workshop
for
Newly Appointed Clerks of Court
Atty. Marilou Marzan-Anigan
Officer-in-Charge
Mr. Erwin D. Ocson
Court Management Office

1
 Rules and Guidelines in
Accomplishing Semestral
Docket Inventory of Cases and
Monthly Report of Cases

2
 Objectives:
For Clerks of Court to:

• Identify the reportorial requirements of the

OCA
• Recognize the sanctions for non-compliance
with reportorial requirements or for
submission of reports with incomplete or
inaccurate entries
• Use properly the various forms to be
accomplished
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Semestral Docket Inventory of Cases –

Administrative Circular No. 10-94 dated

June 29, 1994 as amended by Administrative
Circular No. 2-2001 dated January 2, 2001
and further amended by Administrative
Circular No. 76-2007 dated August 31, 2007

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Semestral Inventory of Cases
• PURPOSE OF THE INVENTORY- to determine the
actual number of cases filed and to monitor the
status of each case
• PERIOD OF INVENTORY- devote one week of each
semester for the conduct of inventory (July &
January) Hearings will not be postponed
• WHO CONDUCTS THE INVENTORY- The judge and
the clerk of court shall personally examine all case
records pending in their court The judge and clerk of
court should put their initials on the last page of the
records
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 DOCKET INVENTORY
(January to June 201____ / July to December 201____)
Court and
Station:
Presiding
Judge:

Court
Date Judge to
Date of Date of Date of Action
Case Date Date Submit- Whom Case
No. Title Nature Arraign- Pre- Initial Taken and
Number Filed Raffled ted for is
ment trial* Trial Date
Decision Assigned***
Thereof**

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 The Report shall consist of a
tabulation of the following data:
case number, case title, nature of case,
date of filing/raffle, date of
arraignment (criminal cases), date of
pre-trial, date of initial hearing, last
trial or latest court action and date
thereof, date submitted for decision &
judge to whom the case is assigned.

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Cases included in the Inventory
Report
• Newly-filed and pending cases filed during the
semester
• Archived cases, cases transferred to other
branches
• Decided cases
• Inherited and inhibited cases
• Cases assigned to Assisting Judges whose
authority is only to decide cases
8
 JOINT CERTIFICATION:
We hereby certify under oath that on/from _____________________ 20___, we
personally conducted a physical inventory of pending cases in this court as of
(June 30, 201__/December 31, 201__) by personally examining the record of each
case and initialing the last page thereof, the results of which are tabulated above.
We further certify that the list includes all the cases filed and disposed of during
the semester.

(Clerk of Court/Branch Clerk of Court/OIC)

Presiding Judge

Date Date

SUBSCRIBED AND SWORN TO before me this ____ day of ___________ at

_______________________.

Administering Officer 9
Report must be under oath
• The Report must be subscribed and sworn to by
the judge and clerk of court before the Executive
Judge or Vice-Executive Judge
• If the EJ and VEJ are unavailable, before the
Presiding Judge of the station nearest to the
court
• If impractical to swear before the said judge due to
distance, the declaration under oath may be done
before a prosecutor or notary public, in this order.

10
Reminders:
• No modification of the prescribed form shall be
made
• Submit the report on time
• Non-submission and failure to submit a
complete and accurate report shall warrant the
withholding of the salaries of the judge and the
clerk of court without prejudice to the filing of
an administrative case

11
 When to Submit the
Semestral Inventory Report
• First Semester (January-June)-not later
than the first week of August of the same
year
• Second Semester (July-December)-not
later than the first week of February of
the following year

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Where to Submit the Report
• The report should be submitted through electronic
mail in the following Email Addresses:
1. RTC and MeTC-sdir1.srdcmo@sc.judiciary.gov.ph
2. MTCC and MTC-sdir2.srdcmo@sc.judiciary.gov.ph
3. MCTC and Shari’a Courts-
sdir3.srdcmo@sc.judiciary.gov.ph
(OCA Circular No. 162-2020-Use of Official Philippine
Judiciary Office 365 Accounts for Dissemination of
Administrative Orders, Circulars and Other Court
Issuances and Submission of Court Reports)
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 Monthly Report of Cases:

Administrative Circular No. 81-2012

dated September 17, 2012
(New Forms, Guidelines, Instructions and Rules in
Accomplishing the Monthly Report of Cases)

14
Different Monthly Report Forms
• MRC-RTC (GJ-MSS)- RTC General
Jurisdiction Multi-Sala Station
• MRC-RTC (SSS)-RTC Single Sala Station
• MRC-RTC (DC)-RTC Drugs Court
• MRC-RTC (CC)- RTC Commercial Court
• MRC-RTC (FC)-RTC Family Court
• MRC-FLC-First Level Court (MeTC, MTCC,
MTC/MCTC)
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How/When to Submit the
Monthly Report (MRC)
• How-Scan all the pages of the MRC in single,
continuous file, landscape orientation and send it
thru electronic mail to the email address
provided under OCA Circular No. 162-2020
• Save the scanned MRC in a single filename and in
PDF (only pages 1 to 5 or pages 1 to 6)
• One MRC one PDF
• MRC in JPEG, EXCEL or any other format is not
allowed and is not considered submitted
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How/When to Submit the Monthly
Report (MRC)
• Saved PDF File- example: Jan 2020 RTC Br. 5 Cebu
• One e-mail for each Monthly Report
• When- within the first ten (10) days of the
succeeding month
• Cost- charged to the Extraordinary Miscellaneous
Expense (EME) Allowance of the presiding judge
or acting presiding judge

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 IMORTANT Provisions in Adm. Circular. No.
81-2012
• The Branch Clerk of Court/Officer-in-Charge shall
prepare the form
• If the court has an assisting judge, the Clerk of
Court/Officer in Charge shall prepare a separate form
for the Assisting Judge
• The Monthly Report of Cases of the Presiding Judge
shall cover all pending cases including newly raffled
cases and those SFD before him
• The Monthly Report of Cases of the Assisting Judge
shall be limited to cases which are assigned to him for
hearing and those SFD or assigned to him for decision.
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• Information on the last page of the report
1. Judge- underline the applicable designation
whether the judge is the presiding, acting/
assisting/pairing
2. Clerk of Court- underline the applicable
designation whether clerk of court, branch
clerk of court or officer-in-charge
If acting or assisting judge, indicate the
Administrative Order Number or Resolution of the
Supreme Court and date of its issuance below the
name of the Judge. Check the box for the scope of
authority of the assisting judge

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• Court Information as to the Judicial Region- only
indicate NCJR or Regions 1 to 12. DO NOT use
CAR, CARAGA or ARMM
• All entries must be filled-out. If there is no
applicable data, indicate zero (0)
• Do not leave any cell or column blank
• The submission of the new form is a requirement
separate from the other reports required by SC.
Submission of other reports shall not excuse the
non-submission of the required Monthly Report

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Administrative Liability for
Non-Submission of Report
Failure to submit the report on time or to
submit incomplete or inaccurate entries will
warrant the withholding of salaries of the
judge and the clerk of court without prejudice to
the filing of an administrative complaint

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Subscription:
The forms shall be subscribed and sworn to by the
judge and the clerk of court before the Executive
Judge or Vice Executive Judge, if both are not
available – before the presiding judge of the
nearest station.
If impractical to swear before the said judge due
to distance, the declaration under oath may be done
before a prosecutor or notary public, in this order.
* Indicate the contact number of the judge and the
COC/BCC/OIC
11/5/2020 22
Subscription:
• Clerks of Court, Mayor, LGU officials and PAO
lawyers are not authorized signatories as
administering officer
• In case the Judge or Branch Clerk of Court is on leave
and cannot sign the report, indicate beside the name
of the judge or branch clerk “on leave and the
duration of leave” in order to submit the report on
time. Then e-mail again the SIGNED MRC after the
return of the judge or the BCC
• Ensure that the scanned report is dated and bears the
signatures of the authorized signatories
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 INSTRUCTIONS
IN ACCOMPLISHING
THE NEW FORMS
OF MONTHLY REPORTS
OF CASES UNDER
ADM. CIRCULAR NO. 81-2012
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I. Court & Case Information (page 1)

Court Information:
Branch Number _________
City/Municipality _________
Province __________________
Region – do not use CAR, CARAGA, ARMM
Month/Year _______________

Case Information:
Specific types of cases depending on the type of court,
i.e. first or second level court or regular or special court

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Case Inflow-Outflow (pages 1-2)
• Page 1- (Criminal Cases) data on the number of
criminal cases at the beginning of the month,
total number of cases added, cases deducted,
number of pending cases at the end of the month
and number of cases with detention prisoners

• Page 2- (Civil Cases) data on the number of civil

cases added at the beginning of the month, total
number of cases added, cases deducted, number
of pending at the end of the month and number
of Temporary Restraining Order/Preliminary
Injunction issued
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 Cases Submitted for Decision.
Item No. VI (page 3)

all cases submitted for decision but not yet decided at

•

the end of the month, including those cases previously

reported for decision but still undecided;

cases with unresolved motions which may determine the

•

disposition of cases, i.e. Motion to Dismiss or Demurrer to

Evidence

If cases submitted for decision are already beyond the

•

reglementary period, indicate the reason/s for not

deciding the case/s 27
 Cases Submitted for Decision.

•If there are no cases submitted for decision, indicate

“NONE”
•If cases submitted for decision are still within the period
to decide, indicate “still within the period”
•All columns must be properly filled out particulary date
case is submitted for decision and the due date
•Take note of the period to decide (summary procedure-30
days, regular cases-90 days, drugs cases-15 days)
•For cases covered by the Rules on Summary Procedure,
write Summary Procedure under the Title and Nature of
the case
•Always indicate the title and nature of the case
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 Cases Submitted for Decision

•Promulgated/Decided and cases with pending

motions other than Motion Dismiss/Demurrer to
Evidence are not included
•Criminal Cases with Decision but not yet
promulgated are still considered and reported as
Cases Submitted for Decision
•Cases submitted for decision for the month and

decided within the same month are not included

•Patent non-indication of undecided cases or
unresolved motions constitute falsification of official
document

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 ITEM NO. VI - CASES SUBMITTED FOR DECISION
JUDGE BEFORE
DATE WHOM CASE REASON(S) FOR
CASE TITLE AND NATURE OF THE DATE DUE
SUBMITT WAS NOT DECIDING THE
NUMBER CASE FILED DATE
ED SUBMITTED FOR CASE
DECISION
A. CASES SUBMITTED FOR DECISION WITHIN THE MONTH

B. CASES PREVIOUSLY REPORTED FOR DECISION BUT STILL

UNDECIDED

NOTE: IF THERE ARE NO CASES SUBMITTED FOR

DECISION, PLEASE INDICATE "NONE". If there are
several cases submitted for decision and the space is not
sufficient, use additional sheets. 30
Item VII- Profile of Accused.
Refers to the total number of accused at the end of the
month (head count) regardless of the Number of
Pending Cases at the end of the Month under Item No. V,
(No. of Cases with Detention Prisoner- page 1)
A. Number of detention prisoners
B. Number of accused on bail / on recognizance / covered by
Article 29 RPC
C.Number of accused at large / jumped bail / escaped from prison
D. Number of detention prisoners released during the month
D.1 Under Rule 119 (Rules of Court - Speedy Trial)
D.2 Covered by Article 29 (RPC) - Preventive Imprisonment
D.3 Acquittal
D.4 On Bail / On Recognizance
D.5 Dismissal / Provisional Dismissal
D.6 Others 31
Item No. VIII (Cases under Mediation)
refers to the pending cases undergoing mediation
during the month.

ITEM NO. VIII - CASES UNDER MEDIATION

A. Number of cases pending mediation at the beginning of the
month (refers to the pending cases under mediation from
previous month)
B. Number of cases referred for mediation during the month
C. Number of cases wherein mediation proceedings terminated
during the month (C.1 + C.2)
C.1. Number of cases settled during mediation
C.2. Number of cases referred back to court
D. Number of cases pending mediation at the end of the month
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(A + B - C)
Item No. IX (Data on Probation)

Refers to the number of applications for

probation pending at the beginning of the month,
applications received, approved/ denied/
withdrawn or transferred to another court during
the month. Formula to get the number of
applications for probation pending at the end of
the month E=(A+B)- (C+D)

Note: Data in F and G are independent and per

month counting (formula is not affected)

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 Item No. X (Warrants, Temporary
Restraining Orders [TROs], Injunctions)

• number of search warrants

• warrants of arrest (includes alias warrant/bench
warrant)
• temporary restraining orders (should tally with the
entry in Item V of page 2)
• Preliminary injunction issued/lifted

Note: If none put “0”

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 Item No. X (Warrants, Temporary
Restraining Orders [TROs], Injunctions)

 Family Courts (Form MRC-RTC [FC]): number

of Temporary and/or Permanent Protection
Orders (TPOs/PPOs) issued and lifted during
the month.

 Commercial Courts (Form MRC-RTC [CC],

includes the number of Stay Orders issued
during the month.
35
• Item No. XI (Number of Cases on Extra Judicial
Killings of Political Ideologists and Members of Media)
• Item No. XII (Aging of Pending Cases)

ITEM NO. XII - AGING OF PENDING CASES Ordinary Special Special Other Civil TOTAL

Criminal Civil Action Civil Action Proceedings 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 36
Item No. XIII (Decisions/ Final Orders Elevated
on Appeal/ Certiorari During the Month)
ITEM NO. XIII - DECISIONS/FINAL OR INTERLOCUTORY ORDERS ELEVATED
ON APPEAL/CERTIORARI DURING THE MONTH
A. NUMBER OF DECISIONS APPEALED TO:
1. SANDIGANBAYAN / CTA / COMELEC
2. COURT OF APPEALS
TOTAL
Affirmed Modified Reversed
DATA ON APPEALED DECISIONS
B. NUMBER OF INTERLOCUTORY ORDERS/DECISIONS
ELEVATED ON CERTIORARI (Rule 65) TO:
1. SANDIGANBAYAN / CTA /COMELEC
2. COURT OF APPEALS
TOTAL
DATA ON INTERLOCUTORY ORDERS / DECISIONS Granted Denied
ELEVATED ON 37
CERTIORARI:
Item No. XIV (Court Sessions during the Month)-
number of actual hearings conducted be it half day or
whole day. Includes hearing via video conferencing

Place Outside Regular Station where Court Sessions were

•

held-hearings conducted not in the official station such as

hearings conducted in the New Bilibid Prison, et al. Indicate
NONE if no hearing conducted outside

Item No. XV (Number of Marriages Solemnized

during the Month)

Item No. XVI (Number of Writs Issued during the

Month) Writs of Habeas Corpus, Amparo, Habeas Data and
Kalikasan
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List of Other Cases(Page 6)
Refers to the number of cases not falling under the
specific types of cases reported in Page 1 (Criminal Cases)
and Page 2 (Civil Cases)

Indicate the number of pending other criminal/civil cases

•

at the end of the month as reflected in pages 1&2

Write the nature of the case of the other criminal cases

•

falling under either the Family Court, Drugs Court,

Commercial Court or Others with their respective
breakdown

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List of Other Cases(Page 6)

Example:
Drugs Court Cases (not involving minors)------79
(includes importation, sale, manufacture, possession and use of
prohibited drugs and all other drugs cases)

a. Section 5 -------28
b. Section 11 -------40
c. Section 12 -------11

Note: The number of cases reflected on this page should

tally with the number of pending cases in pages 1 and 2 of
the respective columns

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List of Other Cases(Page 6)
THANK
YOU

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