Republic of the Philippines Department of Justice
NATIONAL PROSECUTION SERVICE City Prosecution Office Lipa City
CITIZEN’S CHARTER
VISION
A prosecution service composed of highly professionalized, committed,
competent and morally upright public servants who enjoy the full trust and
confidence of the people
MISSION
The prosecution service as the vanguard of the rights of the people through
ethical, impartial and efficient investigation and prosecution of criminal cases.
FRONTLINE SERVICES
A. General Principles Behind All Procedures:
The goal of the enhanced, standardized procedures is to facilitate speedy justice and improve the performance of
prosecution offices. Hence, it is important to immediately and effectively act on any case document or record.
- Case management begins upon receipt of complaints, pleadings, orders and resolutions.
- Immediate and effective action results in speedy processes throughout all the steps.
- It is important for the administrative staff to check submitted documents for correctness and completeness
before receiving them to facilitate speedy action. Conversely, incorrect and incomplete documents will lead to
unnecessary delays.
- Validation of complete and proper documents must be done before proceeding to the next step.
B. Principles Behind Specific Procedures
In addition to the general principles, the following are the principles pertaining to the different procedures in case
management, the execution of which will significantly affect the rest of the case management procedures.
1. RECEIPT OF COMPLAINTS AND RELATED DOCUMENTS
a. Case management by prosecution offices commences upon the
receipt of:
* the complaints and pleadings files by the parties before the
Office of the Chief State Prosecutor (OCSP), Office of the Regional
State Prosecutor (ORSP), Office of the Provincial Prosecutor (OPP)
or Office of the City Prosecutor (OCP), resolutions issued by the
Office of the Secretary (OSEC), the OCSP and the ORSP; and
* Court Orders
b. Complaints and pleadings are checked in terms of correctness,
completeness and arrangement before actual receipt, as a
measure not only partially screen the same, but also to help
ensure the smooth processing thereof later.
c. Assessment and collection of applicable legal fees should also be
strictly observed pursuant to DOJ Circular No. 63 dated 16
November 2004, Guidelines in the Assessment and Collection of
Legal Fees, prior to the issuance of the O.R.
2. RECORDING AND DOCKETING
a. All new and referred complaints, pleadings, resolutions,
and Court Orders shall be docketed and recorded
immediately.
b. A complaint shall immediately informed of the NPS docket
number (replacing the former I.S number) upon receipt of
a new complaint and assignment of docket number
thereon.
c. Additional pleadings, DOJ/OSRP resolutions and Court
Orders received relative to active or resolved cases that
were already NPS docket numbers shall be recorded in the
appropriate logbook. The history/status of the subject case
shall be updated in the index file and electronic database, if
any, for tracking and reference purposes
3. ROUTING AND ASSIGNMENT
a. Routing of cases and case documents should be done
immediately by the concerned units, prosecutors and staff
before and after the assignment of cases and pleadings. This
should be done in a very secure manner as this involves vital
case documents.
b. Assignment of cases, pleadings, DOJ/OSRP resolutions and
Court Orders includes the original assignment or
reassignment to a particular prosecutor or a group of
prosecutors (e.g., panel, team or task force) through different
methods. Strict confidentiality shall be followed during this
procedure.
c. All administrative work procedures from the time of receipt up
to the routing of the same to the assigned prosecutor shall
not exceed then (10) calendar days, except in the following
instances:
* in inquest proceedings where cases should immediately be
routed to an investigating prosecutor; and
* mailed or referred complaints/pleadings with incomplete
documents and/or payment applicable legal fees, for which
the concerned party will be required to comply.
4. SERVICE, TURNOVER AND RELEASE OF CASE
DOCUMENTS
As general rule, all outgoing documents (e.g.,
subpoena, letters, indorsement, resolutions) should
immediately be processed and released by the designated
records staff and process servers, as the case may be.
I. FILING OF COMPLAINTS FOR PRELIMINARY INVESTIGATION
A. FILED BY PRIVATE INDIVIDUALS ENTITIES OR GOVERNMENT AGENCIES/REFERRED BY THE LAW
ENFORCEMENT
STEP PROCEDURE TIME FRAME PERSON-IN-CHARGE FEES
1. Receiving a Complaint
i. Check the documents if they comply with the requirements,
such as;
a. Complaint affidavit/s and affidavit of witness/es (nine (9)
copies) b. Supporting documents e.g., Medical Certificates or any other
Certifications, Pictures, Demand Letters, etc. (nine (9) copies)
c. NPS Investigating Form accomplished by the complainant (nine (9) copies)
ii. Receive the complaint with all
the duplicate and supporting documents.
iii. Record the complaint in the appropriate logbook.
5 minutes Administrative Officer III None
2. Docketing and Recording
i. Assigned the NPS docket number using the guide. NPS
docket number is a code that contain five parts separated by
hyphens. (NPS Region-IV, Provincial/City Office-15,
Investigation-INV, Year/Month-17I, 4 digits numbers-0123 e.g., IV-15-INV-17I-0123)
ii. Write down or stamp the NPS
docket number on the appropriate space in the 3 to 8 copies of Investigation Data Form duly
accomplished and certified under oath by the complainant
iii. Give one (1) copy of the
Investigation Data Form and attached supporting documents to the complainant.
iv. Record the complaint in the
appropriate logbook and electronic database.
v. Forward the case documents to the head of office or the duly
designated assistant or unit for assignment
5 minutes Administrative Officer III None
3. ROUTING AND ASSIGNMENT
i. Assign the case to a prosecutor by randomly matched by raffling,
with or without consideration of prosecutor case loads and/or
specialization.
ii. Forward the documents to the assigned investigating prosecutor.
iii. Forward the recommendatory documents (resolutions, and/or
Information for filing in court), when necessary, from the assigned prosecutor to the head
office or duly designated assistant for review and appropriate action
10 minutes Reviewing Prosecutor None
4. Service, Turnover and Release of Case Documents
4A. SUBPOENA i. Serve the subpoena through
personal service, law enforcement or barangay personnel and registered mail with return card
Within the day Process Server None
4B. RESOLUTION FOR DISMISSAL
i. Immediate upon receipt, check whether or not the resolution has
been approved or disapproved and signed by the head of office.
ii. Update the appropriate logbooks and electronic database.
Within the day Administrative Officer III None
iii. Immediate transmit copies of the resolution to the parties.
iv. Attach copies of the resolution
and proof of transmittal/service/ receipt in the case record
v. File the complete case record in the office
4C. FILING OF INFORMATION IN COURT
I. i. Immediate upon receipt, check whether or not the resolution has been approved or
disapproved and signed by the head of office.
ii. Update the appropriate
logbooks and electronic database. iii. Immediate transmit copies of
the resolution to the parties.
iv. Attach copies of the resolution and proof of transmittal/service/
receipt in the case record v. File the complete case record in
the office
vi. File the Information, together with the copies of the resolution
Within the day Administrative Officer III None
and supporting documents before the proper court.
vi. Update the appropriate
logbooks and electronic database.
vii. Attach a duly acknowledged copy of the Information and resolution in the case record
viii. File the complete case record
in the office
II. FILING OF COMPLAINTS FOR INQUEST PROCEEDINGS
STEP PROCEDURE TIME FRAME PERSON-IN-CHARGE FEES
1. Receiving a Complaint
i. Receive the following documents such as;
a. Affidavit of Arrest (nine (9)
copies) b. NPS Investigating Form accomplished by the law enforcer
or citizen effecting the arrest(nine (9) copies)
c. Affidavit of the complainants and witnesses
ii. Receive the complaint with all the duplicate and supporting
documents.
iii. Record the complaint in the appropriate logbook.
5 minutes Administrative Officer III None
2. Docketing and Recording
i. Assigned the NPS docket
number using the guide. NPS docket number is a code that
contain five parts separated by hyphens. (NPS Region-IV,
Provincial/City Office-15, Investigation-INV, Year/Month-
5 minutes Administrative Officer III None
17I, 4 digits numbers-0123 e.g., IV-15-INV-17I-0123)
ii. Write down or stamp the NPS
docket number on the appropriate space in the 3 to 8 copies of
Investigation Data Form. iii. Give one (1) copy of the
Investigation Data Form and attached supporting documents to
the law enforcer or private complainant.
iv. Record the complaint in the appropriate logbook and electronic
database.
v. Forward the case documents to the head of office or the duly designated assistant or unit for
assignment
3. ASSIGNMENT AND ROUTING
i. Assign the case to a prosecutor
based on the appropriate and existing team of prosecutors or
existing task force. ii. Forward the documents to the
assigned inquest prosecutor.
iii. Forward the recommendatory documents (resolutions, and/or
10 minutes Reviewing Prosecutor None
Information for filing in court), when necessary, from the
assigned prosecutor to the head office or duly designated assistant
for review and appropriate action
4. Service, Turnover and Release of Case Documents
4A. RESOLUTION TO
CONDUCT FURTHER PRELIMINARY
INVESTIGATION i. Immediate upon receipt, check whether or not the resolution has
been approved or disapproved and signed by the head of office.
ii. Update the appropriate logbooks and electronic database.
iii. Reproduce/arrange case
documents for release to the parties and assignment/routing to
an investigating prosecutor. iv. Immediate transmit copies of
the resolution to the parties.
v. Forward the case documents together with the resolution to the
head of office or duly designated assistant or unit of assignment.
Within the day Process Server None
4B. RESOLUTION FOR DISMISSAL
i. Immediate upon receipt, check whether or not the resolution has
been approved or disapproved and signed by the head of office.
ii. Update the appropriate logbooks and electronic database.
iii. Reproduce/arrange case
documents for release to the parties and assignment/routing to an investigating prosecutor.
iv. Immediate transmit the
following:
-Resolution to the parties and to the office of the respondent -Order of release of respondent to
the law enforcer concerned
iv. Attach copies of the resolution and proof of transmittal/service/
receipt in the case record v. File the complete case record in
the office
Within the day Administrative Officer III None
4C. FILING OF INFORMATION IN COURT
I. i. Immediate upon receipt, check whether or not the
resolution has been approved or disapproved and signed by the
head of office. ii. Update the appropriate
logbooks and electronic database.
iii. Immediate transmit copies of the resolution to the parties.
iv. Attach copies of the resolution and proof of transmittal/service/
receipt in the case record
v. File the complete case record in the office
vi. File the Information, together with the copies of the resolution
and supporting documents before the proper court.
vi. Update the appropriate logbooks and electronic database.
vii. Attach a duly acknowledged
copy of the Information and resolution in the case record
Within the day Administrative Officer III None
viii. File the complete case record
in the office
III. ADDITIONAL PLEADINGS
Additional Pleadings refer to pleadings file after a complaint/case has been assigned to a particular prosecutor
and/or already resolved, other than those submitted directly to the investigating/inquest prosecutor in the course of
the proceedings (e.g., supplemental/counter-affidavit, reply, rejoinder). These additional pleadinfs include those
filed before the prosecution office but are not limited to motions for admission of additional evidence, inhibition,
consolidation, early resolution, reopening, reconsideration, and affidavit of desistance. Additional pleadings do not
include counter-affidavits, reply affidavits and rejoinder affidavits, among others.
STEP PROCEDURE TIME FRAME PERSON-IN-CHARGE FEES
1. Receiving i. Check the pleading in terms of compliance with the following
documentary requirements:
a. For all pleadings, the general requirements are; -Name and addresses of the
parties -NPS docket number and Criminal
Case number and title of the case including offense/s charged in the complaint;
-Proof of service of a copy of the pleading to the adverse party
b. For Motion for Reconsideration, the additional requirement shall be
5 minutes Administrative Officer III None
a copy of the Motion Defer Proceedings as received by the
court, if an Information has already been filed in court.
ii. Receive the original copy of the
O.R. together with the pleading and supporting documents.
iii. Forward the pleading, supporting documents and the
original copy of O.R. to the designated docket staff.
2. Docketing and
Recording
i. Record the additional pleading in
the appropriate logbook and electronic database.
ii. Update the index file of the
case
5 minutes Administrative Officer III None
3. ROUTING AND ASSIGNMENT
i. Immediate route the additional pleading to the head of office
and/or duly designated assistant or unit for appropriate action.
5 minutes Administrative Officer III None
4. Service, Turnover and Release of Case Documents
4A. SUBPOENA
i. Serve the subpoena through personal service, law enforcement
or barangay personnel and registered mail with return card.
Within the day Process Server None
ii. Immediate attach the documents above to the case
record.
iii. Upon receipt of the return card, immediately attach it to the case
record.
4B. RESOLUTION FOR DISMISSAL
i. Immediate upon receipt, check whether or not the resolution has
been approved or disapproved and signed by the head of office.
ii. Update the appropriate logbooks and electronic database.
iii. Immediate transmit copies of
the resolution to the parties. iv. Attach copies of the resolution
and proof of transmittal/service/ receipt in the case record
v. File the complete case record in
the office
Within the day Administrative Officer III None
4C. FILING OF INFORMATION IN COURT
I. i. Immediate upon receipt, check whether or not the
resolution has been approved or
Within the day Administrative Officer III None
disapproved and signed by the head of office.
ii. Update the appropriate
logbooks and electronic database.
iii. Immediate transmit copies of the resolution to the parties.
iv. Attach copies of the resolution and proof of transmittal/service/
receipt in the case record v. File the complete case record in
the office
vi. File the Information, together with the copies of the resolution
and supporting documents before the proper court.
vi. Update the appropriate logbooks and electronic database.
vii. Attach a duly acknowledged
copy of the Information and resolution in the case record
viii. File the complete case record in the office
IV. APPEALS AND PETITION FOR REVIEW
Appeals/petitions for review may be files only before
the OSEC, OCSP or ORSP.
V. COURT ORDERS AND RESOLUTIONS ON
APPEAL BEFORE OFFICES OF THE SECRETARY
OF JUSTICE, CHIEF STATE PROSECUTOR OR
REGIONAL STATE PROSECUTOR
Court orders include those that remand cases for
reinvestigation, dismissal of the case, or subpoenas duces
tecum. Resolutions on appeal before the Offices of the
Secretary of Justice, Chief State Prosecutor or Regional State
Prosecutor
VI. PETITIONS FOR CERTIORARI
These are submitted to the Office of the
Chief Prosecutor for review and subsequent
transmittal to the Office of the Solicitor General.
VII. SPECIAL PROCEEDINGS
These include civil cases involving
annulment, adoption , change of name, etc. for
which prosecutors are tasked to conduct special
investigation proceedings as ordered by the Court