STANDARD OPERATING PROCEDURE (SOP) FOR
DISTRICT JUDICIARY FACILITATION DESK (DJFD) KPJA
ESTABLISHMENT AND OPERATIONS OF THE DISTRICT JUDICIARY FACILITATION DESK
ESTABLISHED/OPERATIVE SINCE 1ST FEBRUARY, 2025
INTRODUCTION:
This SOP outlines the establishment, functioning, and operational guidelines for the District Judiciary Facilitation Desk (DJFD) at the Khyber Pakhtunkhwa Judicial Academy (KPJA). The DJFD aims to provide timely, accurate, and efficient support to Judges / Qazis of the District Judiciary in fulfilling their judicial duties.
SCOPE:
This SOP applies to all Judges / Qazis of the District Judiciary and other court staff who may seek assistance from the Facilitation Desk.
OBJECTIVES:
- Enhanced Judicial Support:To provide timely and accurate responses to inquiries from Judges / Qazis, thereby enhancing their efficiency and effectiveness in judicial proceedings.
- Streamlined Communication:To facilitate seamless communication and administrative support between Judges / Qazis and relevant departments within the judicial system.
- Improved Service Delivery:To contribute to the overall improvement of judicial service delivery to the public.
DESK STRUCTURE AND STAFFING:
- Coordinator:Senior Director (R & P)
- Additional Coordinator:Director Research and Publication
- Assistant Coordinator:Research and Publication Officer
- Research Assistant:Librarian
RESPONSIBILITIES:
-
Coordinator:
- Oversees the day-to-day operations of the DJFD.
- Serves as the primary point of contact for Judges / Qazis seeking assistance.
- Ensures all queries are addressed professionally and confidentially.
FACILITATION DESK STAFF:
- Receiving and documenting all incoming queries.
- Provides assistance based on established guidelines and available resources.
- Escalates complex queries to the Coordinator or relevant authorities as needed.
JUDGES / QAZIS:
- Utilize designated communication channels (email, phone (whatsapp), and in-person) to submit queries to the DJFD.
- Provide feedback on the support received to facilitate continuous improvement.
PROCEDURES:
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Establishment:
- The DJFD is physically located within the KPJA premises.
- Operating hours: 9:00 AM to 2:00 PM on weekdays, 9:00 AM to 1:00 PM on Fridays.
- Equipped with necessary resources (computers, reference materials, law databases, internet access).
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Query Submission:
- Judges / Qazis submit queries through email, phone, whatsApp, or in-person.
- All queries are logged in a dedicated system, including date, time, judge's name, query nature, and relevant case information.
- Acknowledgement of receipt is provided within 24 hours.
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Response Mechanism:
- Queries are assessed for complexity and urgency.
- Routine queries are addressed within 2-3 business days.
- Complex queries are handled by the Coordinator with input from relevant stakeholders.
- Feedback from Judges / Qazis is collected through a dedicated feedback mechanism.
· Monitoring and Evaluation
o Quarterly reviews are conducted to analyze query types, response times, and feedback.
o Performance metrics are established to assess the effectiveness of the DJFD in achieving its objectives.
· Confidentiality and Data Protection
o All information and queries handled by the DJFD are treated with the utmost confidentiality.
o Data protection regulations are strictly adhered to.
· Training and Capacity Building
o Regular training sessions are conducted for DJFD staff to enhance their knowledge and skills.
o Judges / Qazis are informed about the services provided by the DJFD and encouraged to utilize them effectively.
· Amendments
o This SOP will be reviewed annually and amended as necessary based on feedback, changes in judicial processes, and technological advancements.
Prepared by:
Syed Mansoor Shah Bukhari
Research & Publication Officer,KPJA
Reviewed by:
Dr. Qazi Ataullah
Senior Director (R & P),KPJA
Approved by:
Mr. Jehanzeb Shinwari
Director General, KPJA
Send your query at djfd@kpja.edu.pk
