psu library operations manual

7/25/2019 PSU Library Operations Manual

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PSU: REGIONS PREMIER UNIVERSITY OF CHOICE

PSU LIBRARY OPERATIONS MANUAL

PANGASINAN STATE UNIVERSITY

LIBRARY(LEARNING RESOURCE CENTER)

Operations Manual(Approved as per BOR Resolution No. 106, s. 2015)


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OUTLINE

LIBRARY(LEARNING RESOURCE CENTER)Operations Manual

A Introduction on the Manual (scope of operations manual,content, system of amendment and revision, distribution)

1

B Definition of terms and acronyms 2

C General Information about the Agency and the Selected Areasof Operation

5

D Organization and Responsibilities (indicates the structure,duties and responsibilities)

9

E Operational Control and Supervision (describes the powers ofauthority, supervisory and operational controls)

16

F Operating Procedures (describes the step-by-step proceduresand work instructions in narrative or with the use of activity flow

charts including the flow of forms)

20

G Appendices 64


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Library Procedural Manual

Page 1PANGASINAN STATE UNIVERSITY: Regions Premier University of Choice

1. Introduction on the Manual (Scope of Operations Manual, Content,

system of Amendment and revision, distribution)

The library is a dynamic force of an integral part of an institution andhas always been often referred to as a heart of every institution. It is a learningcenter whereby the students, faculty and other library users do theirintellectual activities. It is therefore considered to be a sacred place forstudying and research.

The phenomenal growth of the Pangasinan State University System interms of course offerings and students enrollment necessitated a growth in its

library collection. The PSU Library System has 9 campus libraries functionallydesigned to support the curricular, instructional and research needs of theacademic community. These campus libraries are situated at the differentcampuses of the University to ensure greater access to students and faculty.

This manual serves as a guidebook to the internal administration andoperational activities of the PSU Library System. Specifically, the primarycontents are the expository of the organization structure and its policiesconcerning personnel and collection management. This uniformity will also helpin networking with our libraries which will be coming up in different campuseslike Alaminos, Asingan, Bayambang, Binmaley, Infanta, Lingayen, Urdaneta,San Carlos and Sta. Maria.

This manual is a source that library staff will consult whenever there isany confusion about any function or procedure. Lot of efforts go into thepreparation of the manual. It goes through a series of meetings with all stakeholders where the procedures and functions and policies are deliberated indetail, over and again to draft the final policy. Hence, a Library Manual goesthrough a validation process before it is finally accepted as a policy document.The manual will be updated as changes are made in the Learning ResourceCenter/Library.


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2. DEFINITION OF TERMS AND ACRONYMS

Accession Number - A unique number assigned to a bibliographic itemin the order in which it added to a library collection, recorded in anaccession record maintained but the technical services department.

Accession Record - A list of Bibliographic items added to a librarycollection in the order of their addition. Normally such a list includes theaccession number, brief bibliographic identification, sources, and price paidfor each item.

Acquisition -The process of securing materials for the library collection,whether by purchase, as gifts, or through exchange programs.

Bindery - Books that need repair and loose issues of journals that arecombined or bound into a single volume sent out of the library system to acompany which binds them.

Call Number - Refers to the combination of numbers and letters thatprovide a unique description of each item in a library collection.

Card Catalog - Refers to a card file, arranged by author, title, and subject,listing all items owned by a library.

Cataloging - Refers to the process of creating entries for a catalog.

Circulation desk - Location in each library where you check out, return orrenew items, ask about missing items, or inquire about fines.

Citation- A reference or footnote to an item; it contains the author, title,date of publication and any information needed to locate the item.

Classification Scheme - Refers to a classification system which usenumbers and/ or letters, to represent the subject content of materials.

Collection- Refers to the resources in any format that the Library acquiresor provides access to including online resources accessible via the Librarywebpage.

Copyright- Refers to the legal right to control the production, use and saleof copies of a literary, musical, or artistic work.

Cross References- A word or heading that directs you from one part of abook, catalog, or index to another part.

Due date - Refers to the date by which borrowed books and materialsshould be returned. To extend the loan period for materials, the itemshould be renewed before due date so that fines are not incurred.

Exchange- Refers to the process by which books or other library materialsas manuscripts, periodical, maps, prints, photographs, electronicresources are exchanged between the PSU and another library, institutionor organization.

E-Resources - Refers to any work encoded and made available for accessthrough the use of computer.


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Filipiniana - Refers to the publication dealing with the Philippines inwhatever language they may be written and place where they may have

been printed.

Fines - Refers to the amount of money which is paid by the borrower ifmaterials are not returned on time.

Gift - Refers to Library materials offered by a known person or persons,corporation, institution or agency that PSU may choose to accept or reject.

Holdings- Refers to the materials owned or held by a library.

Index- Refers to points to where information can be found.

Interlibrary Loan (ILL) - Refers to exchange of books or periodical articlesbetween libraries for a brief period. A service you can use to borrow librarymaterials not owned by the University of PSU from other libraries.

ISBN - (International Standard Book Number) A four-part, ten-charactercode given a book before publication as a means of identifying it concisely,uniquely, and unambiguously.

ISSN - (International Standard Serial Number) The International numericalcode that identifies concisely, uniquely, and unambiguously a serialpublication.

Issue- Refers to a single uniquely numbered or dated part of a periodicalor newspaper.

Journal - Type of periodical which contains signed scholarly articles.Journals are usually published by academic or association presses andinclude bibliographies.

Library Committee- Refers to the body or a person that deals with libraryactivities. They also play an effective and important role to run the libraryefficiently.

Library Personnel - Serve as the primary source for the LibraryAdministration in planning personnel policies and procedures of the library.

Library Student Assistant - Assist staff with daily routine libraryoperations.

Newspaper - A serial issued at stated, frequent intervals containing news,opinions, advertisements, and other items of current, often local, interest.

OPAC - (Online Public Access Catalog)- A computerized catalog of booksand other items in the library Overdue- Material which is not

returned to the library by its due date is considered overdue.

Paraprofessional - Refers to a library assistant with qualification in LIS ona lower level than fully educated librarians.

Periodical- Materials published at regular intervals and intended to becontinued indefinitely.


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Preservation - Includes all the managerial and financial considerations,including storage and accommodation provisions, staffing levels, policies,

techniques, and methods involved in preserving library and archivalmaterial and the information contained in them.

Professional Librarians - Refers to someone who has a degree in Libraryand Information Science.

Publication - A book, periodical, musical score, and etc., that has beenbrought before the public; in other words, a work that has been printedand distributed.

Qualification standards - Refers to the minimum requirements necessaryto perform work of a particular occupation successfully and safely.

Readers Services - Refers to the section of the library that providesresources to the library patrons for home reading in and outside thelibrary.

Reference Desk - Location in each library where you can get help in usingthe library and received answers to your questions.

Reference materials - A selection of library materials used by referencelibrarians and information assistants to help people find information or doresearch.

Reference collection - Contain many sources of information, such asdictionaries, directories, almanacs, encyclopedias, atlases, and statisticalcompilations. They may also have bibliographies, indexes, and abstracts.Reference materials usually do not leave the library.

Renewal -An extension of the loan period for a charged library materials.As long as no one else requests the book, renewals are unlimited.

Reserved Materials - Aselection of specific books, periodical articles andother materials which faculty have indicated that students must read for aparticular course.

Serials - Refers to the journals or newspaper in electronic or hard-copyformat.

Shelf list - The part of PSU librarys card catalog which is arranged byDewey Decimal Call number rather than by author or title.

Subject Heading- A term or phrase used in indexes and library catalogsto describe the content of library materials in a standardized way.

Technical Services - Refers to the behind-the-scene activities that alibrary undertakes to process library materials loaned for the Users.

Withdrawn- Refers to item that are no longer in the Library collection.


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3. General Information about the Agency and the Selected Areas of Operation

A.

PANGASINAN STATE UNIVERSITY (Brief History)

The Pangasinan State University was chartered through the issuance ofPresidential Decree No. 1497 promulgated on June 11, 1978 and becameoperational on July 1, 1979.

The University integrated the collegiate courses of five DECS supervisedinstitutions in the province and all the programs of the then Central LuzonTeachers College (CLTC) and Western Pangasinan College of Agriculture(WPCA).

The DECS institutions were:

1. Asingan School of Arts and Trades (ASAT) in Asingan;2. Eastern Pangasinan Agricultural College (EPAC) in Sta. Maria;3. Pangasinan College of Fisheries (PCF) in Binmaley;4. Pangasinan School of Arts and Trades (PSAT) in Lingayen; and5. Speaker Eugenio Perez National Agricultural School (SEPNAS) in San

Carlos City

Institutionally speaking, there were only two institutions that wereintegrated into the University system, namely, the then Central Luzon TeachersCollege (CLTC) in Bayambang and the Western Pangasinan College ofAgriculture in Infanta. For the other institutions namely, the Asingan School ofArts and Trades (ASAT) in Asingan, Eastern Pangasinan Agriculture College(EPAC) in Sta. Maria, Pangasinan College of Fisheries (PCF) in Binmaley,Pangasinan School of Arts and Trades (PSAT) in Lingayen, and the SpeakerEugenio Perez National Agricultural School (SEPNAS) in San Carlos City, whatwere integrated into the system were their respective collegiate programs. Thesesaid schools are still operating under the administration and supervision of theDepartment of Education (DepEd) and Technical Education and SkillsDevelopment Authority (TESDA).

Central Luzon Teachers College (CLTC) came into being first as theBayambang Normal School in 1922. It offered then the secondary normalcourse which prepared much needed teachers for the country. The schoolclosed in 1935 due to inadequate funds but opened up in 1948 under a newname- Pangasinan Normal School, which offered the two year collegiate teachereducation program. It was in 1952-1953 that the college like any other regionalnormal school began offering the four-year bachelor's degree program forelementary teachers.

In 1953, the normal school with the elementary schools in the District ofBautista and the Bayambang National High School were merged to become thePhilippine UNESCO National Community Training Center. It operated as aschool division in Pangasinan.

Republic Act 5705 converted the school into a chartered institution, thethen Central Luzon Teachers College on June 21, 1969. As provided in thecharter of the college, the major functions of the institution are instruction,research and extension service.

The Western Pangasinan College of Agriculture (WPCA) in Infanta wascreated through the issuance of Presidential Decree No. 1494 during the same


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day on June 11,1978 when the charter of the Pangasinan State University wassigned into law through Presidential Decree No. 1497.

As the University started its operations in June 1979, it had two Collegesof Agriculture located in Sta. Maria and San Carlos City; two College of Arts andTrades in Lingayen and Asingan; a College of Education in Bayambang; and aCollege of Fisheries in Binmaley.

In 1981, the College of Agriculture in Infanta (the then WesternPangasinan College of Agriculture created under P.D. 1494) was opened. Artand Science courses were also offered in the College of Education inBayambang. During the same year also, the land site of the PSU MainAdministration was donated by the provincial government of Pangasinan. Thefollowing year 1982, the seat of the University Administration was transferredform Bayambang to Lingayen with the completion of the Administration

Building. The College of Arts and Sciences was also formally created inLingayen with the transfer of some courses from Bayambang. The Doctorate inEducation (Ed.D.) Program was also offered for the first time to schoolmanagers and teachers.

The year 1983 was the opening of the College of Engineering andTechnology in Urdaneta as an extension campus of the College of Arts andTechnology in Asingan. In 1987, the two campuses were integrated as theCollege of Engineering and Technology of the Asingan/Urdaneta Complex onlyto be separated again in 1989. In 1984, the Marine Research Center in Sual,Pangasinan was established.

An alternative mode of instruction was introduced in the University in1997 which catered to those who could not attend regular classes but wouldlike to undergo formal education. This breakthrough became known as thePSU Open University Systems (PSU-OUS), now an autonomous unit of theUniversity with operations extending to faraway provinces even up to theVisayas area.

The two campuses in Lingayen, fused together in the late 80s andseparated again in 1993, were reunited as one campus in 2001 as the PSUCollege of Arts, Sciences and Technology (PSU-CAST). This merging is expectedto result to a leaner, more efficient and cost-effective operations.

On February 03, 2005, the PSU Board of Regents in its first regularmeeting for CY 2005 held at the Office of the President, PSU Main, Lingayen,Pangasinan passed Resolution No. 07, s. 2005 approving the areal integrationof PSU Urdaneta, PSU, Sta. Maria and PSU Asingan into the PSU EasternCluster. However, the experiment on the cluster was terminated in May 2008.PSU BOR Resolution No. 13 dated May 28, 2008 dissolved the eastern cluster.The three campuses that composed the cluster reverted back to their originalstatus as autonomous campuses.

In 2009, the Sangguniang Panglungsod of the City of Alaminos hasfavorably endorsed and approved the establishment of Pangasinan State

University Campus in the City of Alaminos as contained in Resolution No.2007-84 adopted on November 16, 2007.

PSU Alaminos City Campus was approved by the PSU Board of Regentssitting en banc on April 19, 2009 at the University Hotel, University of thePhilippines, Diliman, Quezon, City as contained in its Resolution No. 04, series2009. PSU Alaminos Campus was conceived with the principle that the Nationaland Local Government have the responsibility of ensuring the happiness and


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well being as well as a stable life of the present generation brought about by aprogressing economy and a well developed society that exist within the widercontext of the environment that requires the interaction among well educated

and value-driven citizens.

B.

THE SELECTED AREAS OF OPERATION

The library has a very unique role to perform in many organizationsespecially learning institutions. This should be a priority-funded unit just sothe latest upgrades in terms of knowledge and technology are made availablefor students, teachers and professional consumptions.

Mission

The mission of Pangasinan State University Library is to provideinformation resources and services to faculty, students, researchers andadministrative staff in support to the instructional and scholarly inquiry of theUniversity that will promote liberal learning, education for services, training forcareers and development of lifelong learning skills.

Goals

1. To develop and manage the collection that is relevant to the

Universitys curricular programs and responsive to the needs ofstudents, faculty, researchers and administrative staff.

2. To organize and preserve information resources that supports theresearch, instruction, and curriculum of the University.

3. To support and promote the use of information resources byproviding references and information services that meet theinformation needs of the library users.

4. To provide access to information stored in books and periodicalsincluding databases worldwide distributed in print andelectronic.

5. To seek additional library funding.6. To establish linkages with other stake holders.

Objectives

1. To be more responsive to the academic needs and researchdemands of the students and faculty.

2. To provide a strong support in the instructional programs of theUniversity.

3. To provide and organize print and non-print collections used inthe instructional and research programs of the University.

4. To improve physical facilities and equipment that provides efficientand effective library services.

PSU Lingayen Campus Library is one of the pioneer libraries in Pangasinan.It has served thousands of clients for how many decades now. The servicerendered by the past and present librarians and staff cannot be questionedbecause of their patience, skills and hard work. With the rapid growth oftechnologies and in order to cope up with new trends, library updates itsresources, offers variety of new services and continuously improves its facilities.


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The Pangasinan State University Campus Libraries is managed by a full-time, educationally qualified and registered librarian. The organizational set-upof the library is clearly drawn in the PSU Organizational Structure.

The Head librarian actively participates in academic and administrativeactivities of the campus and university. There is a library board committee toacts as a communication link between the library and the academic communitythat it serves. The library reports such annual, quarterly, accomplishments,annual procurement plan and etc. are promptly submitted to the officesconcerned.

The library has a written procedural manual that serves as a guidebook tothe internal administration and operational activities of the PSU LibrarySystem. Specifically, the primary contents are the expository of theorganizations structure and its policies concerning personnel and collection

management.

There is a Library Development Plan in each campus library that sets outthe high level strategic direction over the next four years. It will inform ourannual operational plan and strategic initiatives which will set our moredetailed programmes and projects.

The PSU Library is staffed with qualified personnel. The staff is composed ofCampus Librarian, Library Assistants and the Students Assistants. There is anexistent Staff Development Plan that aims to upgrade and enhance the personaland professional growth of the personnel. They are well compensated accordingto existing government laws. They also receive bonuses and terminal leavespays, GSIS benefits and other fringe benefits for a government employee.

The Library Committee takes an active role in the development of thelibrarys collection through participation in the book selection processes andweeding and discharging of out-dated books.

Faculty members contribute in building the library collection by scoutingnew available references in their fields of specialization to be recommended forpurchase. Such contribution assures that the academe expertly selectsmaterials for various courses offered by the university.

The library has a written Collection Development Policy that serves as aguide in the librarys collecting practice of resources for instructional, researchand other program needs. Further, the policy affirms the desirability ofcontinued development of collection in order to serve the Students; Teachingand Non-Teaching employees; and outside researchers.

The library provides varied, relevant and up-to-date resources thatsupport its objectives and the needs of its users. Moreover the Library provideselectronic access via OPAC, CD-ROM or electronic resources, internet eitherthrough open access and subscription to digital library. It also provides currentawareness services through library websites, bulletin boards and newsletters.

PSU- Library acquires print and non-print materials. Acquiring thesematerials in the library involves certain principles, guides and criteria in orderto have a well-balanced collection and to choose the right materials for the rightusers at the right time.


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4. Organization and Responsibilities (Indicates the structure, duties and

responsibilities

FUNCTIONS AND RESPONSIBILITIES OF THE DIRECTOR

Basic Function:

Supports the Vice President for Support Services, Extension andTraining with needed information, reports, and budget requests of theCampus libraries. Directs the activities of the Campus libraries insupport to the goals and objectives of the University, and

Leads, directs, and manages the development and improvement of theIntegrated Library System.

Duties and Responsibilities:

1. Spearheads the implementation of an integrated library system (ILS)for the University;

2. Leads the pertinent preparation in all accreditation initiatives of theUniversity.

3. Spearheads the preparation of a library development plan to beintegrated into the Campus/University strategic plan, as well as theyearly operational plan and procurement plans;

4.Monitors the technical aspects of operation of the libraries and readingcenters of the University. Administratively, the libraries will be

managed by the concerned campuses;5. Facilitates the formulation and/or enforcement of policies, guidelines,and standards required for effective and efficient library operationand services;

6. Designs and implements a functional library staff developmentprogram.

7. Facilitates the University initiative towards library improvement andmodernization.

FUNCTIONS AND RESPONSIBILITIES OF LIBRARY STAFF

A.

Campus Librarian

The Campus Librarian shall be the head of the library services andresponsible for developing, operating and maintaining all library servicessubject to policies of the College.

The Campus Librarian coordinates with all College Dean through theCampus Executive Director in supporting the instructional, research andcurriculum requirements for all academic programs offered by the University.

Duties and Responsibilities

1.

Exercises general administration and supervision of personnel andlibrary resources and services of the library.

2. Selects and acquires library resources, through various methods, tomeet the information needs of faculty and students.

3. Catalogs and classifies the library resources, prepares indexes andbibliographies for easy access and retrieval of information.


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4. Establishes library systems and procedures for the render ofinformation, circulation of materials, and dissemination of

information, reference and research assistance and education ofusers.

5. Prepares and ensures the implementation of plans, programs andprojects for the development and growth of the library in terms ofcollection, services, space and structures of facilities.

6. Prepares reports, library manuals and handbooks and informationbulletins.

7. Conducts annual inventory of library collection and equipment.

8.

Establishes relationship with other libraries and institutions havingcollections so as to benefit students need occasionally need to accessresources of other libraries and scholars elsewhere who needoccasional use of the Colleges resources.

9. Establishes linkages with institutions and/or agencies with resourcesfor library enrichment.

10. Solicits donations (book and other library materials) and funding forthe purchase of library materials.

11. Organizes, conserves and prepares documents/archival materialsrelative to the history of the College, in particular and the University,in general.

12. Does related work assigned by superiors from time to time.

B.

Section librarian

Acquisition of Librarian


1. Provides and maintains up-to-date library books , equipment, otherparaphernalia tools and equipment appropriate to the needs of thelibrary, including publishers catalogs, trade bibliographies and otherbibliographies as required.

2. Maintains lists (files) of books and other library materials upon order andin process in a manner that will permit all staff members to use themwith ease.

3. Performs preorder bibliographic searching to prevent unwantedduplication. To obtain sufficient information to permit an order to placeand to establish the main entry that probably will be used when thematerials are cataloged.

4. Determines items received which would correspond to the items ordered,that the materials is in appropriate condition, and that the price anddiscount or surcharged is in accordance with the purchase agreement.


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5. Places ownership marks and accession number or other markings onlibrary materials as required by library procedures and forward them to

cataloging section.

6. Enters subscription orders, receiving and recording periodicals and otherserials and placing ownership marks on them.

7. Claimes unfilled orders informing originators or orders of the receipts ofmaterials or the status of orders; issuing a short list of books and otherlibrary materials added to the media center.

8. Searches for out-of-print materials and other library materials forpurchase; acting a clearinghouse for information on the new or newlyavailable publication, appropriate bibliographies and other information

pertinent to collection development.

9. Posts rare books collection and second hand dealer catalogs foropportunities to purchase items on desiderate lists, and to havematerials filmed or otherwise reproduced when they are out of print orotherwise unavailable in the original.

10. Solicits gift and establishing exchange agreement, maintainingappropriate records, receiving materials and forwarding them the sameas other library materials. Sending exchange shipment to exchangepartners.

Cataloger


1. Records each work in library by author, translator, editor, illustrator,commentators series or by any person or corporate body under which areader might look.

2. Arranges author entries in such a way that all the work of one writer willbe found together the same name.

3. Records each work in the library and even parts of a work under thesubject of which it treats.

4. Arranges subjects so that the topic will fall together and resulted topicwill be another.

5. Records titles of work when necessary.

6. Complies cross-reference by which a reader may be guided from oneentry in the catalog to another.

7.

Provides a description on each book by giving author, title, imprint andcollation notes when necessary.

8. Provides the call number by which books may be located or obtained.


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Reference Librarian


1. Provides answer to inquiries requiring specific information.2. Teaches students to the library/media center.3. Provides bibliographical and other research assistance.4. Gives information on ready reference service.5. Answers reference re-questions requiring and extending searching.6. Compiles lists, bibliographies and indexes.7. Maintains information files.

Circulation Librarian


1. Makes books easily accessible to all readers.2. Substitutes or supply other pertinent materials when their desired books

are not available in the library or it is charged out.3. Gives instructions to the reader in the use of the card catalog and to tell or

print to them the importance of the catalog as a key or index to the librarycollection.

4. Becomes acquainted with students, their interests, library needs, problemsand capacities.

Filipiniana Librarian


1. Furnish information on Filipiniana reference sources.2. Gives personal guidance in the use of the card catalog, bibliographies,

abstracts and indexes.3. Consults about term papers, thesis, etc.methods of finding material

and bibliographic form.4. Instructs freshmen in the use of the library.5. Supplement individual and class instruction by the preparation and

publication of lists of materials or ways of locating materials.

Periodical Librarian


1. Receives, records and stamps periodical acquired by the library.2. Distributes periodicals to the current reading room shelves or to

department and professional libraries.3. Claims missing numbers and returning imperfect copies/numbers.4. Keeps necessary periodical records and statistics.

5. Develops periodical procedures.6. Checks exchange lists and maintaining exchange program.7. Examines periodicals and rendering reference services in connection with

them.8. Plans and maintaining periodical exhibits.9. Prepares periodicals for binding and compiling periodical indexes.


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Audiovisual Librarian


1.

Supervises trains and evaluates staff assigned to the AudiovisualDepartment (AV).

2. Develops and evaluates services and makes recommendations regarding

changes in services and delivery.3. Plans, organizes and assigns work to staff.4.

Submits budgets for review and approval.5. Oversees maintenance and repair of equipment and materials.6.

Remains current regarding new developments in the production of

audiovisual materials and in the provision of audiovisual services inother public libraries, media centers and agencies and makesrecommendations regarding applications for local use.

7. Oversees AV equipment loan to library patrons.

8. Instructs usage of audiovisual equipment.

9. Maintains library's in house video collection.10.

Recommends non-print materials to be purchased for circulatingcollection.

11. Performs additional duties as directed.

Internet Administrator


1. Maintains the daily cleanliness of the Internet Station.2. Maintains the stability of each workstation and other facilities in the

Internet Station.3. Assists the students/faculty on how to operate the computer and surf

the Internet.4. Performs other related functions as may be required by higher

authorities.5. Does other related job assigned by the librarian

C.

LibraryAssistant/Clerk


1. Responsible for the overall operations of the service desk;2. Maintains all statistical records;3. Updates information file;4. Maintains proper utilization of photocopying services;5. Performs annual physical inventory;6. Encodes library documents;7. Shelf reads books and other library materials;8. Maintains preservation and up-keep of library materials;

9.

Maintains data banking to the library system;10.Does library housekeeping.


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D. Library Student Assistant


1. Updates shelf-list cards and other bibliographical records filing.2. Updates catalogue cards.3. Validates student records.4. Prepares bibliographical listings of newly acquired books.5. Repairs slightly mutilated library materials.6. Conducts inventory of library materials.7. Maintains cleanliness and orderliness of the library premises.8. Assists in providing answers to inquiries requiring specific

information.9. Provides assistance to users on the use of card catalog and other

access tools.

10.

Provides assistance in retrieving books and other library materials.11. Maintains book collection in all sections of the library.

FUNCTIONS AND RESPONSIBILITIES OF CAMPUS LIBRARY COMMITTEE

LIBRARY COMMITTEE

The Library Committee is intended to serve as an advisor, rather than inan administrative capacity. In cooperation with the librarians, it concerns itselfparticularly with:

1. Formulating a library policy in relation to the development ofresources for instruction and research.

2. Advising in the allocation of book funds to the library and to thevarious departments.

3. Advising on the policy of reproducing unique materials forinstruction and research.

4. Developing a general program of library for all interest of theUniversity.

The Library Committee

The Library Committee is one of the standing committees in anyacademic community. It is an advisory group which discusses, basically,matters of policy concerning the library. It makes recommendations onresolutions which should be transmitted to the highest governing officers fortheir information, action and/or support.

The Library Committee acts as a communication link between the libraryand the academic community that it serves.

Composition

The Library Committee of Pangasinan State University is composed ofone (1) faculty representative from each academic department and one (1)representative from the Student Council to represent the student body. TheCollege Librarian is the consultant.

Each Committee member shall serve for a period of two (2) years. Themembers shall meet once every school year and the minutes of the meetingshall be presented to the Academic Council.


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It is expected that the Library Committee members should have thegenuine concern in the library and its development, personally and

professionally.

Functions and Responsibilities

As an advisory group, the Library Committee shall:

o Assist the library staff in the formulation, interpretation, revision andimplementation of library policies.

o Make an annual review of existing library procedures and practices and

makes recommendations or suggestions which may aid in the delivery of

an efficient and effective library services.o Take an active role in the development of the librarys collection through

participation in:

a. book selection processes subject specialistsb. weeding and discharging of out-dated books

o Assist in the preparation of library budgeto

Make recommendations on approaches and strategies on the integrationof library program with other academic activities of the differentdepartments.

o Review the librarys 3-year developmental plan and makesrecommendations in accordance with the University mission andobjectives


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5. OPERATION CONTROL AND SUPERVISION (DESCRIBES THE POWERS OFAUTHORITY, SUPERVISORY AND OPERATIONAL CONTROLS)

LIBRARY RULES AND REGULATIONS

Authorized Users

The resources of the college library are open to the following, subject to therules and regulations governing their use:

All bona-fide members (students, faculty and staff) of the schools in campus

Former members of the Faculty, alumni, and former students who were

honorably discharged

Graduate and Undergraduate students of other component colleges of theUniversity

Scholars/Researchers and members of other educational institutions andagencies, and other private individuals, if permitted by the regulationsof the library

Hours of Services

Monday-Friday 8:00 am to 6:00 pmSaturday 8:00 am to 5:00 pm

( NO NOON BREAK)

Except Holiday

Resources Utilization

The University Identification Card serves as the pass in the use of thelibrary and its resources. The NO ID, NO ENTRY is strictly enforced. The IDcard is presented upon entrance and every time a book or material is borrowed.

The ID card is nontransferable. Library privilege should be exercisedpersonally. The owner of the ID card is responsible for all materials borrowedon it. Anyone found lending or using someone else's ID card will be penalized.The ID card is validated every semester.

The library practices the open-shelf system, whereby library users areallowed to enter the stacks, for maximum resources utilization.

I. CIRCULATION OF BOOKS: General rules

1. No library material of any kind may be taken from any library by any

person unless a record of withdrawal is made thereof. Any persondrawing a book from the libraries, or having it charged against him foruse is held accountable for it until its return.

2. General reference and reserve books, single-copy books, periodicals andother special collections are to be used in the libraries only. In the eventthat the photocopier is not available in the library, users are allowed toloaned out the materials but to be returned an hour.


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3. Theses and dissertations are for room use only. Reproduction in wholeor in part of the material is not allowed. Their use is restricted to

Graduate students. However, any undergraduate student (within thePSU System only) may, upon the recommendation of his/herfaculty/thesis adviser, access the collection (if the undergraduatecollection is deemed inadequate for research purposes).

4. Undergraduate Students are allowed to borrow three books forovernight use during Mondays to Thursdays and five books ofdifferent titles on Fridays.

Graduate students may borrow three books of different titles onSaturdays. No person may hold a loan of more than two volumes at onetime.

5. As a general rule, a book for home use is loaned from 3:00 PM andshould be returned on or before 9:00 AM the following class day.

6. The use of computers and computer based resources is restricted toresearch purpose and on a first come-first served basis.

7. During the semester, faculty members may borrow five (5) books and bereturned after one week. Books may be renewable twice depending uponthe availability of material.

II.

USE BY NON-MEMBERS OF THE UNIVERSITY

1. PSU alumni and former students honorably discharged from theuniversity may, on the discretion of the librarian, use the libraryresources within library premises.

2. Visitors/Researchers from other institutions may avail of the libraryresources within the library premises and are allowed to use two booksat a time only.

III. OVERDUES

Overdue materials are charged with the following overdue fines:

Overnight books PhP 2.00 on the first hour and 0ne peso forevery

hour thereafter or ten pesos (PhP 10.00)/day

Reserved book PhP 2.00/hour or PhP 20.00/day

Suspension of library privileges of not more than two weeks may beimposed on borrowers, who habitually do not return materials on time.

IV. LOST BOOK

1.Any person who loses or fails to return a book within seven days afterdue date shall either replace it within thirty days or pay its currentvalue together with the accrued fines which shall in no case exceedthe current value of the book plus a processing fee of PhP 50.00.If the book is out of print, the cost of a photographic copy plusbinding cost shall be charged in lieu of current value.


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V. MUTILATION AND THEFT CASES

Any student who shall deface, mutilate or steal any library material orproperty shall be required to replace the same or pay the replacement andprocessing costs. He/She shall be subject to a fine of not less than fiftypesos (PhP 50.00) nor more than two hundred pesos (PhP200.00) to bedetermined by the Librarian without prejudice to the imposition, inappropriate cases, of the additional penalty of suspension or expulsion ascovered by PSU Student Handbook, which provides for disciplinaryaction.

VI. INSTRUCTIONAL MEDIA SERVICES

The IMS is one of the major units of the library. It houses and circulatesan adequate collection of audiovisual equipment and materials.

A. Objective

To provide the Pangasinan State University academic community withaudiovisual resources and services to meet their instructional and researchneeds.

B. Services

Film viewing, conferences, seminars, meetings, group discussion and etc.

D. Procedure on the Use of AV Materials and Equipment

1. Reserve AV materials and equipment at least 1 day in advance. Fill up a form(Appendix L) and present a valid ID.

2. Utilize reserved items on the date and time stipulated.3. Make sure used items are properly acknowledged and examined when you

return them.4. Report at once any damage or malfunction of materials/equipment.

5. AV materials and equipment are for room use only.6. In case of loss, borrowers shall replace the lost AV materials/equipment.

VII. E-Library

Students are required to sign in the E-Library Logbook upon using theinternet. Students are expected to observe network etiquette by being polite andprohibited from pretending to be someone else; transmitting obscene messagesor pictures; revealing personal addresses or telephone numbers-either their ownor another person's; or using the network in a way that would disrupt use byothers.

The following policy for acceptable use of computers, networks, andsystem resources, including the Internet and e-resources, shall apply to allfaculty, staff, and students. All technology equipment shall be used under thesupervision of the site administrator. Any user who violates any condition ofthis policy is subject to disciplinary action or administrative sanction.

Faculty, Staff and students are required to sign in the log book everytime they will access the internet.


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The first come-first served policy is followed;

Internet Fee is P15 per hour.

Students are not allowed to carry their bags, books, and other thingswithin the workstation. Hence, deposit them in the baggage counterexcept valuable things and wallet.

Students are prohibited to commit illegal acts such as hacking andother destructive practices.Violation of this rule shall cost thempenalty and other legal liabilities.

Students are not allowed to surfpornographic websites.

Students are not allowed to eat insidethe Internet Room (foodstuff,beverages, etc.)

Students are not allowed to bring buddiesto their workstation.

Silence, cleanliness and orderliness shall be observed strictly at all times.

Faculty and staff are allowed a maximum of 10 hrs. /sem. to use/avail ofinternet services STRICTLY related to teaching/research activities.

VIII. LIBRARY DISCIPLINE

1. All library users are required to log inupon entrance and log-outbeforeleaving the library.

2. Smoking, eating, sleeping, loud talking, entertaining visitors andunnecessary noise which may be caused by cell phones within the librarypremises are strictly prohibited.

3. Lending the University Identification Card may subject the owner of thecard to a fine of PhP 20.00 for the first offense, and at the discretion ofthe librarian, on second offense, suspension of library privileges fornot more than 2 weeks.

4. Library courtesy should always be observed, i.e. priority is given to thestudent who made the first demand for the material.

5. Charging of Laptop, net book, cellular phone and other gadgets areprohibited inside the library

6.

The library adopts the Open Shelf System. Therefore, library users arerequested to deposit their bags, folders, umbrellas, and etc. exceptvaluable things at the baggage counter upon entrance.


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6. Operating Procedures (describes the step-by-step procedures and work

instructions in narrative or with the use of activity flow charts including the flow of

forms)

GUIDELINES AND PROCEDURES

A.

LIBRARY PERSONNEL POLICIES AND STANDARDS(Based from Presidential Decree No. 807Civil Service Decree of the Philippines)

Recruitment and Selectionof Library Personnel

Opportunity for government employment shall be open to all qualifiedcitizens and the positive efforts shall be exerted to attract the best qualified toenter the service. Library personnel shall be selected on the basis of fitness toperform the duties and assume the responsibilities of the positions.

When a vacancy occurs in a position in the first level of the CareerService, the library personnel who occupies the next lower positions in theoccupational group under which the vacant position is classified, and in otherfunctionally related occupational groups and who are competent, qualified andwith the appropriate civil service eligibility or passer of the LicensureExamination for Librarian shall be considered for promotion.

If the vacancy is not filled by promotion as provided herein the sameshall be filled by transfer of present employees in the government service, byreinstatement, by re-employment of persons separated through reduction inforce, or by appointment of persons with the civil service eligibility for clericalstaff and professional license for College Librarian position.

A qualified next-in-rank library employee shall have the right to appealinitially to the department head and finally to the Office of the President anappointment made (1) finally in favor of another next-in-rank library employeewho is not qualified, or (2) in favor of one who is not next-in-rank, or (3) in favorof one who is appointed by transfer and not next-in-rank, or by reinstatement,or by original appointment if the library employee making the appeal is not

satisfied with the written special reason or reasons given by the appointingauthority for such appointment: Provided,That final appeal shall be to thedepartment head concerned if the appointment is issued to a qualified next-in-rank library employee. Before deciding a contested appointment, the Office ofthe President shall consult the Civil Service Commission. For this purposes,qualified next-in-rank" refers to a library employee appointed on a permanentbasis to a position previously determined to be next-in-rank to the vacancyproposed to be filled and who meets the requisites for appointment thereto aspreviously determined by the appointing authority and approved by theCommission.

Qualification in an appropriate examination shall be required for

appointment to the positions of College Librarian and Administrative Aide in thefirst and second levels in the career service in accordance with the Civil Servicerules, except as otherwise provided in this Decree: Provided,That wheneverthere is civil service eligible actually available for appointment, no person who isnot such an eligible shall be appointed even in a temporary capacity to anyvacant position in the library, except when the immediate filling of the vacancyis not permanent, in which cases temporary appointments of non-eligible maybe made in the absence of eligible actually and immediately available.


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The appropriate examinations herein referred to shall be those given bythe Human Resource Management of the University: Provided, however,That

nothing herein shall affect eligibilities acquired prior to the effectivity of thisCivil Service Law: Provided, further, That a person with a civil service eligibilityor professional license acquired by successfully passing an examination shallbe qualified for a College Librarian or Administrative Aide position requiring alower eligibility if he possesses the other requirements for appointment to suchposition.

Qualification Standards

A qualification standard expresses the minimum requirements for CollegeLibrarian and Administrative Aide positions in terms of education, training andexperience, license or eligibility, physical fitness, and other qualities required

for successful performance. The degree of qualifications for College Librarianshall be at least a Bachelors Degree in Library and Information Science orEducation major in Library Science, a licensed librarian, has attended totrainings conducted by accredited library organizations and has experience inlibrary management.

The Administrative Aides are support staff which include theparaprofessionals and staff doing clerical work. The educational qualificationsfor paraprofessionals shall be Bachelors degree in any related field in Library/Information Science and the clerical staff shall likewise be a holder of aBachelors degree and civil service eligibility.

Employment Status

Appointment in the library service shall be permanent. A permanentappointment shall be issued to a person who meets all the requirements for anylibrary positions to which he is being appointed, including the appropriateeligibility prescribed, in accordance with the provisions of law, rules andstandards promulgated in pursuance thereof.

Personnel Development Program

The development and retention of a competent and efficient work force in

the library service is a primary concern of University. It is the policy of theUniversity that a continuing program of career and personnel development beestablished for all library personnel at all levels. Such career and personneldevelopment plans which shall include provisions on merit promotions,performance evaluation, in-service training grants, job rotation, suggestionsand incentive award systems, and such other provisions for library personnelshealth, welfare, counseling recreation and similar services. The University shallencourage the librarians to attend seminars, workshops, trainings, andconferences and to finish their graduate studies in Library Science.

Library Personnel Relations

The University provides leadership and assistance in developing itslibrary personnel relations programs. Every head of the Campus Library shalltake all proper steps toward the creation of an atmosphere conducive to goodsupervisor-employee relations and the improvement of employee morale.


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Conduct and Ethical Standards (Based from Section 12 of Republic Act No.6713)

All library personnel of the PSU Library System should be guided

according to the following rules:

1. It is the policy of the Library System to promote a high standard of ethics inlibrary service. Library personnel shall at all times be accountable to thepeople and shall discharge their duties with utmost responsibility, integrity,competence and loyalty, act with patriotism and justice, lead modest lives,and uphold public interest over personal interest.

2. It is the responsibility of heads of the Campus Library to establish measuresand standards that will ensure transparency of and openness in publictransactions, such as biddings, purchases , other internal transactions,including contracts, status of projects, and all other matters involving public

interest.

3. Every head of the Campus Library shall establish information systems andnetworks that will affect the widest possible dissemination of informationregarding the provisions of the Code, and the policies and programs relativethereto.

4. As general rule, when a request whether written or verbal, can be disposedof promptly and expeditiously the library personnel in charge to whom thesame is presented shall do so immediately, without discrimination, and inno case beyond fifteen (15) working days from receipt of the request.

5.

In case of written requests, petitions or motion, sent by means of letters,telegrams, or the like, the library employee in charge shall act on the samewithin fifteen (15) working days from receipt thereof.

6. Except as otherwise provided by law or regulation, and as far as practicable,any written action or decision must contain not more than three (3) initialsor signatures. In the absence of the duly head of the Campus Library, thelibrary employee next-in-rank or in-charge or the person duly authorizedshall sign for and in his behalf.

7. All heads of the Campus Libraries shall render a full and complete report of

performance and accomplishments on semestral basis.

8. Every library employee, except those who serve in an official honorarycapacity, without service credit or pay, temporary laborers and casual ortemporary or contractual workers, shall file under oath their statement ofassets, liabilities and net worth and a disclosure of business interests andfinancial connections including those of their spouses and unmarriedchildren under eighteen (18) years of age living in their households.

Library Office Rules and Regulations

Attendance

1. Regular attendance is expected from the library personnel.2. Each day on arrival and on leaving, logging in/out is required.3. If unable to report to work because of sickness or emergency reasons, a

message should be sent to the College Librarian or to his immediatesuperior as early as possible on the same day so that properarrangement and adjustment could be made.


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4. Prior approval of requests for permission to absent other than illnessmust be secured before a staff can absent himself/herself.

5. Vacation leaves should be filed three days before the effective date and

should be duly signed by the Campus Executive Director.6. Library employee should give notice of their whereabouts when they leave

the library, such as when they transact official business in otherdepartments of the Campus.

7. Library employee who desires to leave the Campus during official hourscovering a period of not more than four (4) hours shall accomplish thePermit to Leave Form approved by the Campus Executive Director orhis authorized representative before leaving his/her work station.

8. Library employee leaving the Campus on official business or official timeshould accomplish the Authority to Travel Form, approved by theCampus Executive Director.

Punctuality

Promptness in reporting to work is strictly observed.

Office Time

Chatting, gossiping, loitering, or engaging in non-official activities whileon duty is strictly prohibited.

Snacks and Lunch Breaks

Library personnel are given 15 minutes snacks break in the morning andanother 15 minutes snacks break in the afternoon.

Lunch breaks are arranged with the library to maintain continuity inlibrary services. Each employee is given an hour for his/her lunch break.Since the library adopts the NO NOON BREAK policy, flexible time shallbe observed.

University/College ID

All library personnel on duty are required to wear their University ID forproper identification.

Proper Attire

All library personnel must dress appropriately to command respect. T-shirts and denims are strictly prohibited.

Protection of Library Property

Library personnel including student assistants should assumeresponsibility for the protection and preservation of the libraryscollection.

Borrowing of Library Materials

1. Library personnel are entitled to borrow from the library provided allnormal circulation procedures are carried out.

2. Library personnel must sign the book card with his/her full name andhave the book date stamped in the Circulation Desks.

3. Library personnel must respond to recall and return limited loans ontime in the way that other users are expected to.


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4. No library personnel may borrow any library material for his/herbrother/sister, son/daughter, or friend who is not a student of PSU orother school.

5.

Library personnel are not allowed to borrow unprocessed librarymaterials.

6. The number of books that the library personnel may borrow is covered bythe same rule that applies to faculty.

Utilization of Library Equipment and Supplies

The use of office machines (typewriter, computer, etc.) and supplies shallbe used exclusively for library activities.

Cleanliness of Library Premises

Housekeeping is part of the daily routine of the personnel in the library.They must follow strictly the rule on cleanliness inside the librarypremises.

Conduct in the Library

1. All Campus Libraries are non-smoking area.2. All public contacts should be handled in a friendly and courteous

manner on the basis of merit and impartiality. Engagement in analtercation with library users is discouraged.

Study Outside Library Work

With prior endorsement of the Campus Executive Director and approvalof the President, library personnel may be allowed to pursue furtherstudies. Library employee who will undergo on a study leave mustinform his/her immediate superior in advance for adjustment andchange of work schedules in the library.

Lost Property

Lost and found belongings in the library should be handled by theCollege Librarian and takes whatever steps practicable to inform the

owner.

Procedures in Reporting Accidents

It is the duty of library personnel to make himself /herself familiar withthe procedures in handling accidents within the library premises. Everypersonnel is required to submit a written report on the incident occurred.Then report immediately to the Administrative Officer of the Campus.

Rules and Regulation for Library Student Assistants

The primary function of library student assistants is to serve the readersor library users in a prompt and courteous manner. Since the studentassistants represent the library, they are expected to give the kind of servicethey would like to receive - quality services.

Absences - Student assistants shall not be allowed to take an absentexcept for emergency and sickness reasons.


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Work Assignments - A student assistant is required to render four (4)hours a day and/or maximum of 60 hours a month. Work load is alsogiven to each student assistant to refrain from overlapping of work

assignments.

Assistance to Library Users - Student assistants are expected to beknowledgeable to retrieving of library collection, hence, elementaryreference service is required to be learned by the student assistants.

Closing of the Library - Student assistants must ensure that thelibrary is neat, in proper order and all equipment are turned off beforeleaving the library.

Confidentiality - Library records are confidential documents. Hence,student assistants are not allowed to disclose library users ID numbers,

addresses or loaned books.

Dress- Properattire must be worn at all time.

Duty Hours- Student assistants are expected to arrive on time and stayfor the entire shift. If he/she is unable to work on his/her shift, he/shemust make an arrangement with his/her substitute.

Logbook- Student assistants are required to log-in and out at the timeof arrival and departure from the library. At the end of the month,student assistants are requested to submit their daily time records.

B. ORGANIZATION AND ADMINISTRATION OF READERS SERVICES

The readers services consists of reading room services such asinstructing students on proper use of the library, lending books assigned bythe faculty for further readings by their students and providing aid in retrievinginformation. The effectiveness of readers services depends upon the co-operative effort of library personnel in the technical services. The readersservices main objective is to assist the library users in all their needs.

The readers services include the Information and Reference, Circulation,Filipiniana and Periodicals. The Information and Reference collection consistsof general reference books such as dictionaries, encyclopedia, yearbooks,indexes, dictionaries, almanacs, handbooks and manuals. The Circulationcollection consists of non-fiction and fiction books which may be borrowed forhome use and other materials which require further readings for students. TheFilipiniana collection consists of literary works of Filipinos and publicationspublished in the Philippines. The periodicals consist of bound and single issuesof professional and cultural periodicals.


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Methods and Procedures in Answering Reference Questions

In answering reference questions, the flow chart shows the pattern on

how librarian answers users queries.

Figure 1 Answering Reference Questions

1. He/she considers the kind of information needed in relation to thetype of materials to be used, bibliographical statistics, historical,current, practical and theoretical.

2. He/she may have to recognize the necessity of estimating the

probable difficulty so that he/she may know it is wise to devotehis/her time at once to it or to ask the reader if he/she is willing towait or return for an answer some other time

3. After considering various aspects of questions, he/she will makehypothesis as to the materials which are likely lead to information.This obviously a reasoning process and it should be thoughtthoroughly before a step will be taken.

4. Take time for discussion with the inquirer and for making areasonable hypothesis.

5.

Take time for a thorough search. The length of time that should befor difficult question depends primarily on the claims that theinquirer has on the library in competition with other claims, theimportance of the request and the time of disposal of the library.

6. The answered reference question must be recorded on a referencequestion answered card for future use of the students and librarians.

QUESTION/

PROBLEM

RECEIVED

CONSULT A

REFERENCE

ASSISTANCEGIVEN(CONFERENCE

INTERVIEW)

ANSWER

FOUNDANSWER

NOT

FOUND

RESEARCH SATISFIED

SOLICIT ANSWER FROMOUTSIDE RESOURCES

(REFERRAL LETTER)

REFERENCE

QUESTIONS


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Methods of Control

Undergraduate and graduate students including faculty and staff should

present their university Identification Card in all library transactions.

Registration of Library Users Records

1. Registration

Students, faculty and staff must fill up their respective LibraryRegistration Forms (Appendix A and B) for library record purposes.

2. Other Researchers

Alumni, students and researchers from other PSU campuses arerequested to present their validated IDs, together with referrals fromtheir Librarian.

Meanwhile, students and researchers from other universities and otherindividuals who may intend to use the librarys resources and facilities are alsorequested to present their validated IDs and referral letters from theschools/institutions they came from. Materials to be used by non-members ofPSU researches are limited within the library premises only. A research fee willbe also charged to non-members of PSU.

Control Desk

1. Incoming Readers

All incoming readers are requested to sign at the librarys log book(Appendix C).

2. Statistics

The library staff in-charge tallies all readers admitted in the reading

room on a daily basis. The statistical data are classified according toadministration, faculty, staff, students and outside readers (Appendix D).

Circulation Services

1. Borrowing of Books.

The PSU Library System is using both the Computerized System and themanual system adopting the modified Newark Charging System. It is a lendingsystem devised by the Newark Public Library in Newark, New Jersey, based ona single entry time records. The system makes use of:

Book cards bearing call number, author and short title for each. University ID bearing name, address, etc.

Book pocket, which reports information on book card.

Date due slip

1.1.

Home Circulation Books


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Books for home use, those found in the circulation stack area are issuedfor 1 day while fiction books are issued for a week and may be renewed for thesame length of time if no demand for them.

To borrow books:a. Check the card catalogue or the OPAC whether the library has the book

that one would like to borrow.b. To take the books out, fill up the book card (Appendix F) with the

following data:b.1. For undergraduate students

b.1.1. Dateb.1.2. Borrowers Nameb.1.3. Present their University I.D.

b.2. For faculty and staffb.2.1. Date

b.2.2. Borrowers Name

c. Desk Assistants Duty/Routine. The following are the duties of the deskassistant:

1. Carefully checks the author and accession number of book and the bookcard if they tally before charging the book to the book borrower.

2. Stamp date due on the books date due slip (Appendix G) and book card.3. Check the book card whether the borrower has written the correct

information required to him/her to fill up.4. Arranges book cards in date due file alphabetically by borrowers

surname.5. If the book card is already filled up get a new card and take the exact

author, title, and accession number of the book on hand. File the oldbook card according to classification.

6. Every time a faculty or a staff borrows, his/her employee identificationcard is presented.

1.2. Reserved Books

For many courses where there is a need for supplementary of furtherreading, books use by many students besides their regular textbooks are placedon reserved corner.

There are 2 kinds of reserved books: (1) reserved books loaned for anhourly basis and (2) reserved books to be loaned for a definite period of time asdirected by the faculty who puts the book/books on the reserved corner.

To take the reserved books out, the following steps must be observed:

1. Borrower gives the author and title of the book to the librarian2. Signs his name and time when he/she gets the book on the book card

form.3. Renewal for another hour is permitted if no other students are looking for

it.4. Failure to return after the appointed time for returning it will incur a fine

for each hour and day of overdue.

2.

Returning of Books

Borrowers: Open the back of the book showing the date due on thedate due slip.

Desk Assistants:


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1. Check the date due on the date due slips.2. Go over the date due file of the borrower of the book.

3.

Withdraw the book card; check the accession number of the book cardagainst the book to be sure it has the same accession number.

4. Mark returned (ret) opposite the name of the borrower on the book card,date due slip and put back the book card on the book pocket.

5. For the faculty and staff, check the name of the borrower on the bookcard and consult the logbook arranged alphabetically by borrowersname.

6. Puts book on the book track or on the shelf marked books for shelving. 7. Shelves books.8. If the book card cannot be found for the book that was already returned,

book is place in shelf marked snag and research is made for the card.

3.

Renewal of Books

To renew a book, borrowers should bring the book to the Circulationdesk for renewal of the due date.

Desk Assistant:

1. Checks the due date files and withdraws the books and reissue the book.2. Stamps the date on date due slip and the book card.3. Give the book card to the borrower and let him sign all the information

needed in borrowing books.

4. Handling Overdue Accounts

Desk Assistant should follow this routine for books overdue:

1. Takes cards for books overdue from the date file.2. Before sending overdue notices (Appendix E), search for books should be

carefully done:a. On regular shelvesb. Among snags books whose cards could not be found.

3. If books are not found, fill up the library notice form with the author, titleand date due of the overdue book.

4. If book is not returned after notice, send notice for three days after thefirst notice.

5. Handling Fines and Lost Books

1. Ten pesos fine per day, including Saturdays, Sundays and Holidays forevery unreturned home reading books and general circulation books, butnot exceeding the price of the book.

2. Twenty pesos per day for reserved books or the fraction thereof after theappointment hour or returning of the book.

3. If the book is lost, borrower should notify the librarian.4. The levy overdue charge maybe stopped with effect from the date of

notice of loss. If he finds the book, fines collected in only from the timehe reported that the book was lost.5. If the book is lost, the borrower either replaces an exact copy of the book

or pays its price plus the processing fee of fifty pesos (50.00).6. All payments should be made directly at the Cashiers Office.

5.1. Books Lost But Paid Records


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A. Lost but paida. A record of lost book but paid is maintained. Payment of the lost

books should be made at the Cashiers Office.

b.

The note lost and the date the book was lost, OR No. and its dateare indicated on the accession record.

c. Library staff in-charge is notified for the lost books and the shelf listis marked lost and the date.

d. Library staff in-charge withdraws completely the record from thecard catalogue except those with accompanying added copies whichare not lost.

B. Lost but replace

a. Replacement of the book lost should be the exact copy of the book.b. The following should be checked before accepting the replacement:

i.

copyright date of the book;ii. publisher;iii. title of the book;iv. Author;v. The format whether it is cloth bound or paper bound;

andvi. ISBN

6. Library Clearance

A. Employees

a. Library clearance for faculty members whether regular,temporary and contractual is required to clear himself/herself fromany library accountabilities every end of the semester.

b. PSU employees granted scholarship, either academic or short-termtraining grants, for a period of one month or are likewise requiredto get a library clearance.

B. Students

a. All students (graduating and non-graduating) are required to gettheir library clearance one week before the final examination.

b. Students applying for honorable dismissal, transcript of recordsand diploma are likewise required to get library clearance.

7. Keeping Circulation Statistics

1. Statistics are made for the daily attendance.2. Statistics are made for books, periodicals and other materials

used inside or outside the library. Students are required to sign atthe logbook for periodicals.

3. Library assistant should note down the following data:4. Attendance of the students, faculty and outside researchers.5. Home circulation.

6. Reading room circulation of books and periodicals.7. Book circulation is noted according to their classification.8. Statistics of reference questions asked should be jotted down with

their corresponding sources where answers can be found.9. Sum up statistics after each day.10. Statistical report should be done quarterly and at the end of the

year cumulative total is taken.


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8. Methods Used in Recording Periodicals

1. Sorting out the mails

a. Subscription and miscellaneous periodicalsb. College Librarians Officec. Acquisition

2. Stamping library seal and date3. Recording. Every title of periodical is provided with serial file

(Appendix H) with the following information:a. Title of periodicalsb. Subscription agentc. Publication addressd. Frequencye. Pricef. Indexed wired or separate

e Bound; color

Subscription: Foreign or Local

Check the number and volume of the periodical received against the

serial file. For newspapers with duplicate copies, checking is made

on each copy on the serial file.

For new subscription, provide a serial file and write all necessary

information such as title, publisher, frequency period of subscription

and agent, price and their index if separate or wired and also the startof subscription.

Miscellaneous: Exchange Basis, Gifts, Free, Etc.

Exchange Basis. Monographs, bulletin, catalogues on exchange basisshould be forwarded to the technical services. These materials are recorded inthe said section and only the catalogues, bulletin and monographs of PSU areto be catalogued and the rest are forwarded in the Periodical Section.

1. Kinds of Exchange Publication

A. Books and Duplicate1. Piece for piece2. Price for corresponding price exchange

B. Serial Publication

2. Methods or Procedure of Exchange

Procedures in controlling the publication for distribution received fromthe administration.

o Provision of control card. For every copy of serial received by thelibrary, there must be a corresponding control card (Appendix I).

o

Name of the publisher for exchange, volume, number, date ofpublication, number of copies received from the administrationand date of receipt should be noted on the control card.

Record card for processing and distribution of the exchange sent andreceived.

o Mailing list cards (Appendix J) for each institution.


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The front of the card indicates the name of the institutionon the first line, address of the institution on the secondline and volume, number, year and date sent on the

succeeding lines. At the back of the card, list of publications the library

received as exchange from the institution.

Recording of exchanged publications received.o For all serial publications received.o For monographs of research papers, they are recorded at the

Reference Section and then forwarded to the Technical ServicesSection and finally for circulation.

3. Filing

1. Alphabetize the periodicals separated from subscription andmiscellaneous.

2. File the current number on the display rack, for the back issues.Periodicals are arranged alphabetically by title.

3. For newspapers, they are filed by dates.

4. Claiming Notes

Foreign and local periodicals on exchange basis.

1. Check serial record. Note down the volumes and numbers notreceived or missing issues.

2.

Check the subscription invoice, note down the subscription periodcovered.3. For one number of a missing periodical, write on the claim card if the

subscription is through a firm.4. Write a letter to the firm stating the titles and numbers of missing

periodicals.5. For the local direct subscription or exchange basis, a separate claim

letter is provided for each periodical title.6. Have the librarians approval and signature.7. Make a note on each claimed missing issues at the back at the back

of the serial record.

6. Inventory of Books

Listing of Missing Books

An annual physical inventory is conducted at the end of the calendaryear. The inventory report of the library collection is submitted in two (2)copies: one copy for the Supply Office and one copy for the Auditors Office.

After inventory is over, all books found missing on the P-slip are to belisted on long sheet. The list will have this title List of Books Found Missing inthe Physical Inventory of Campus Library.

The list should be arranged by DDC ten main divisions (000-900) andunder each division; the arrangement is by call numbers. Given for eachmissing book are author, title, copyright date and accession numbers.

Additional Instructions to be Noted are as follows:

If there is a book on the shelf with no shelf-list card or accessionnumber, insert a slip on the book with this note No shelf card and/oraccession number of the shelf-list card.


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If there is accession number on the shelf card for which there is no bookon the shelf, put slip before the shelf card giving the call number, author,title and the accession number with a note Not Found after the

accession number. At the end of each days checking, take all the books which have no

shelf-list cards or accession numbers on the shelf card to the TechnicalServices Section.

After the books which are not found on the shelves have seen listed atthe end of the day, search will begin. Consult all sources such as file ofbook cards charged out, binding records outstanding loans, etc. to see ifthe titles are removed. If there are any books which cannot be located,write with pencil on the shelf-list card opposite the accession number theinformation to the effect. MI May 2009 may be used for missinginventory in May 2009.

In case that the book is Lost or Discarded followed by date onthe self-list card indicate Lost or Discarded in Remarks Column of theAccession record.

Shelf-list cards of all copies of the book lost or discarded shouldbe withdrawn. Books represented by those cards should be consideredfor replacement if still in demand. If new copies are secured, theaccession numbers are added to the card.

A copy of the inventory record should be kept by fastening in thefront of the accession record containing the following:

a.

Number of book at the beginning of the inventoryb. Number of books found missing or lost.c. Number of books discardedd. Present total number of books owned by the library after

inventory.

The list of missing or lost books found in the inventory and alsothe withdrawn books are kept in front of the page of the accession book.

When any books are lost and discarded, this must show in allrecords. It means:

a Indicate in the accession record in the column Remarks orthe proper accession number what has happened to thebook and when.

b. Take the shelf-list card of the book out of the shelf-list fileand indicate after the accession number what hashappened to the book as for example Lost or Discarded.Keep the shelf-list card and re-file it in the shelf-list inproper place. If the duplicate of the book is not purchased,file the shelf-list card under a guide card reading LostBooks. This Lost Books File should be cleared aboutthree years, if books do not show up or are not replaced. If

the shelf-list has more than one accession number on it, itmust be kept in the regular, or active lost or discardedcopy appears on the card opposite the proper accessionnumber duplicate shelf-list for missing books.

All catalogue cards for lost books must be taken out from the cardcatalogue. To be sure what catalogue cards are made for each book, referto the tracing at the back of the author card.


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Depreciation of Library Books

The costs of library books are allocated to the period benefited throughthe provision of accumulated depreciation. Depreciation is the systematic andgradual allocation of the depreciation amount of book over its useful life.

Depreciation shall be computed using the Straight Line Method.Depreciation shall start on the second month from purchase. A residual valueequivalent to ten percent (10%) of the cost shall be set. Annual depreciation iscomputed as follows:

Asset Cost less Estimated Residual/

Salvage ValueAnnual Depreciation =

Estimated Useful Life

Asset Cost - Purchase or Acquired Value of the AssetEstimated Salvage Value10% of the asset costEstimated Useful Life5 years as determined by COA

Procedures in Recording of Books Lost

1. Get the book card after receipt by payment is submitted. Annotate itwith this note. Book lost by Mr. /Ms and paid for ondate .

2. Staple together all the papers including receipt of payment, book card,and authority for condoning payment, etc., pertaining the case and file inthe Librarians vertical file Books Lost folder.

3. Under remarks in the accession book and after the book accession writeBook Lost by Mr. / Ms. and paid for or paymentcondoned by the Cashier on (date) signature of theCollege Librarian.

4. On the corresponding shelf-list card after its accession number, writelost and paid by Mr. /Ms. on (date) ,signature of the College Librarian.

5. If the book will be replaced by the library, use the same shelf-list cardbut to be accessioned like a new book.

Supervising the Readers Services

The following are guidelines on how to instruct library student assistants:

1. Prepare the workPut him/her at easeState the job and find out what he/she already knows about it.Get him interested in learning the job.Place him/her in correct position/job.

2. Present the operationShow illustrations one step at a time.Stress each key point.Instruct clearly, completely and patiently

3. Try-out PerformanceHave him/her to the job-correct errors.


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Have him/her explain each key point to you as he/she does the jobagain.Make sure he understands.

Continue until you know he knows the job.

4. Follow-upPut him/her on his/her own. Designate to know he/she can go for help.Check frequently. Encourage questions.Taper off extra coaching and close follow-up

A.

Loan Desk

1. Checking of overdue finesif notices and follow-up have been done.2. Other files (circulation statistics)

B. Book Collection

4. Check if shelf reading is done in every section.5. Check the track area of the different section.

D. Reading Rooms and Furniture

1. Check if the furniture is in order or clean.2. Check if all windows are closed.3. Study the arrangement of furniture if problem arises.4. Direct janitors if furniture and the reading rooms should be cleaned.

E.

Supplies

1. Check if the different sections have enough supplies such as book cards,date due slips, loan cards, forms used in the different statistical report.

2. Mimeographing of forms to be used in statistica

psu library operations manual

Documents