Superior Practices and World Widening
Services of Philippine Libraries
PAARL National Summer Conference
14-16 April 2010 Tagbilaran City, Bohol
Circulation Work for Principled,
Adaptive & Direct Library Readers
Overview
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Introduction
Shift from circulation to access services
Functions of access services/circulation
department
New roles of circulation librarian
Best practices in circulation work
Conclusion
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[1/2]
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Introduction
Laws of Ranganathan
– Books are for use
– Every book his ready
– Every reader his book
– Save the time of the reader
– Library is a living organism
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[2/2]
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Introduction
Circulation department played a highly
visible, central role in the mission of
the academic library
Its responsibilities are broad including
a variety of reader advisory services,
interlibrary loan and document delivery
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Shift From Circulation to
Access Services
[1/3]

What is circulation?
– It is the process of checking books and
other materials in and out of a library
– Is a fundamental to access services
(ODLIS)
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[2/3]

Shift From Circulation to
Access Services
What is access services?
The provision of access to a library's
resources and collections, which includes
the circulation of materials (general
circulation, reserves, interlibrary
loan, document delivery), reshelving,
stack maintenance, security, and signage.
Large libraries employ an access services
librarian to manage these activities.
(ODLIS)
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[3/3]
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Shift From Circulation to
Access Services
What is access services?
– Access to information has become as
important as ownership
– Patron can get assistance even if he
has failed to find an identified title
– Adopted to reflect the integration of
technology and its impact on the
traditional division of labor
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[1/7]
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Goals of Access Services
To provide timely, convenient and
equitable access to materials
– Alert and courteous attention to all
requests
– Fair and consistent application of access
policies
– Adequate schedule of open hours
– Minimum waiting time for patrons
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[2/7]
Goals of Access Services
– Timely processing of course reserve
materials
– Timely processing of interlibrary loan
requests
– Accurate circulation records
– Shelving practices which emphasize
speed, accuracy, and good
conservation practice
– Maximum availability of materials in
heavy demand
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[3/7]
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Goals of Access Services
To provide accurate information on the
use of basic services and sources during
all hours the library is open, including:
– Circulation and reserves procedures
and policies
– Directions to frequently used areas in
the library
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[4/7]
Goals of Access Services
– Library-wide services related to
circulation
– Services related to interlibrary loan
– Introductory information on the library’s
catalog
– Safety and security procedures
– Use of machines for reading, copying
items, and other machines
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[5/7]
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Goals of Access Services
To provide an environment which will
promote effective use of materials for
study and research
– Safe, clean, and well-lighted facilities
– A sufficient number of adequately
maintained machines including
computer equipment, microform
readers/printers, copy machines, and
change machines, on site
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[6/7]
Goals of Access Services
– Adequate security measures for persons
and materials, with procedures known
to staff
– All activities of the department carried
out in a quiet, efficient manner
– Access to all library facilities for disabled
users
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[7/7]
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Goals of Access Services
To seek and use feedback for continued
improvement in services
– A system for receiving, evaluating, and
acting on suggestions
– Regularly scheduled communication
– Regular referral of lost and missing titles for
replacement or withdrawal
– Accurate statistical reporting
– Regular review of quality of services
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[1/4]
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Functions of Circulation/
Access Services Department
Circulation
– borrower privileges and accounts,
including fines
– staffed and self-service checkout
– laptop lending
– book searches, holds and recalls
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[2/4]
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Functions of Circulation/
Access Services Department
Course reserves
– processing and providing access to
materials for print and electronic course
reserves
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Current Periodicals, Newspapers &
Microforms
– assistance with the current periodicals,
newspapers and microforms collections
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[3/4]
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Functions of Circulation/
Access Services Department
Document Delivery Services
– delivery of materials from all sources to
campus libraries and electronic delivery
of articles to user desktops.
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Interlibrary Loan
– obtaining materials from other libraries
– providing materials owned by one
library to other libraries worldwide
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[4/4]
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Functions of Circulation/
Access Services Department
Stacks/Collection Maintenance
– reshelving of returned items
– shifting items within the stacks to make
best use of shelf space
– keeping items in correct call number
order on the shelves
– updating stacks signs and other guides
– assistance in finding items in the stacks
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New Roles of
Circulation Librarian
“Having services that no-one knows about
is as good as having no services at all” –
Chen and Hernon, 1982
Circulation librarian as public
relation officer
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[1/2]
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Circulation Librarian as PRO
Acts as an intermediary between the
library and the users, coordinating
services and making them available to
users
Disseminates the already acquired
information to serve users
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[2/2]
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Circulation Librarian as PRO
Links the users with information
available in the library, or links the
information with the users through SDI
and CAS
Advertises the library by employing
public relations tools
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Circulation Librarian is
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Proactive rather than reactive
Outspoken
Assertive
Clear-cut in information provision
Efficient
Energetic
knowledgeable
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Best Practices in
Circulation/Access Services
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Library Best Practice

What is library best practice?
– Outlines a process, practice or method
that can improve effectiveness and
efficiency in several situations
– Provides opportunities to define quality
services and introduce new assessment
measures, set expectation levels clearly,
smooth staff transitions, etc.
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[1/4]
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Library Extended Services
Hours : UP Experience
Goals
– To provide uninterrupted reading
facilities to the users in a conducive
atmosphere
– Those who cannot visit the library during
the day-time can make use of the
Library in the evening hours
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[2/4]
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Library Extended Services
Hours : UP Experience
Process
– General Reference & Electronic
Resources Room having reading
capacity of 150 students
– Extended hours: 5:00PM to 12:00MN
since 2000
– Collections: Reference sources,
electronic resources
– Student can bring their own reading
materials and laptop
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[3/4]
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Library Extended Services
Hours : UP Experience
Impact
– Increased library usage
– Useful to students preparing for various
competitive examinations
– Very fruitful for clients who are unable to
visit the library during daytime
– Increased usage of electronic resources
– Students want this facility to be
extended 24 hours a day
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[4/4]
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Library Extended Services
Hours : UP Experience
Resources
– Additional reference staff
– Reorganization of staff duties
– Strengthening the security of library
materials
– High speed Internet connection
– Transportation for staff
– Security of the campus
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[1/3]
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Extended Reading Services:
UP Experience
Goal
– To allow students read library materials
that are for room use only after 5:00PM
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Process
– Request library materials for extended
reading before 4:45PM via phone, email
or personal
– Circulation staff from other library
sections will bring the extended
readings to the General Reference
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[2/3]
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Extended Reading Services:
UP Experience
Process
– Students use the extended reading
materials at the General Reference
– Photocopying services available until
8:00PM
– Library staff monitors the use of
theses/dissertations
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[3/3]
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Extended Reading Services:
UP Experience
Impact
– Increased usage of library materials
– More happy graduate students who
cannot go to the library during daytime
– Maximized use of theses/dissertations
and other materials for room use except
for microforms and audio visual
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Automated
Circulation System
[1/5]
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Goals
– To automate circulation works such as
checking in and out of materials,
circulation statistics, compute fines,
recall of materials, etc.
– To provide a system to make online
renewal and reservations, recall and
holds
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Automated
Circulation System
[2/5]
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Process
– The library has purchased or developed
its own integrated library system with
circulation module
– Routine circulation works were
automated resulting to streamlining of
procedures and workflow of circulation
– Circulation department is using many
forms
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[3/5]
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Automated
Circulation System
Value-added features
– Electronic borrower’s card
– Recall
– Online renew and reservations
– Library holds /delinquent users
• Overdue books or unpaid fines prevent you from
registering, and from receiving transcripts or
grades
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Automated
Circulation System
[4/5]
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Impact
– Relieve professional staff in routine work
and operational tasks
– Reduces the amount of time required to
perform circulation operations; thus,
eliminating long lines
– Accurate circulation status
– Reduces the amount of staff time
required to ready materials for reshelving
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Automated
Circulation System
[5/5]
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Resources
– Hardware, software, network facility,
UPS support and air-conditioning the
server room with remote log-in facility to
the system administrator
– Periodic preventive maintenance of
servers with least down time
– Security mechanism
– Skilled library staff
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Extended Checking
In and Out
[1/2]
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Goal
– To allow library clients to borrow and
return books beyond 5:00PM
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Process
– Request items for loan through phone,
email or in person
– Can borrow if no overdue books
– Only circulating materials
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Extended Checking
In and Out
[2/2]
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Process
– Pick up point: General Reference
– Reference staff have circulation
privilege in the iLib
– Clients can pay book fines
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[1/4]
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RFID Sytem
Goals
– To facilitate self-service: unmediated
exit, self check-out; self check-in
– To reduce workplace injuries:
streamlining workflow and reduction of
repetitive motion
– To streamline inventory management
• Shelfreading and inventory
• Automated sorting to shelving location
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[2/4]
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RFID System
Process
– Consolidation of exit control, main
circulation, circulation charge desk and
reserves
– Replaced mediated exit control
– Collection database most complete
and most items bar-coded
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[3/4]
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RFID System
Impact
– Improve inventory control
– Relieve professional staff in routine work
and operational tasks
– Reduces the amount of time required to
perform circulation operations; thus,
eliminating long lines
– Accurate circulation status
– Reduces the amount of staff time required
to ready materials for re-shelving
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[4/4]
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RFID System
Resources
– Checkpoint RFID system
– Endeavor voyager ILS with SIP2 interface
– Installation of private Ethernet network
– Integration of RFID system with
integrated library system
– Staff
– Book drops
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[1/5]
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Electronic Reserves
Goals
– To provide a place to make course
resources accessible to your students
24/7
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Process
– Students may access course materials
through the web, thus allowing them
access to information outside the
library's physical environment
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[2/5]
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Electronic Reserves
Process
– Photocopies of materials may be placed
on Reserve subject to copyright
regulations
– For purposes of copyright compliance, a
full citation (author, title, publisher, date,
etc.) documenting the source must
accompany each article
– Meet fair use guidelines or that the
copyright holder has given permission
to reproduce the material
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[3/5]
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Electronic Reserves
Process
– Circulation staff scan reserve materials
– e-reserves materials are made available
through two formats: print documents
scanned and converted to PDF files and
electronic full-text articles linked from
one of the databases
– Users need Adobe Acrobat Reader to
view the scanned files
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[4/5]
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Electronic Reserves
Process
– Viewing e-reserve materials requires
authentication
– Excluding: course packets; more than
10 percent of a book; more than one
article from the same issue of a journal
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[5/5]
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Electronic Reserves
Impact
– Increased usage of reserve materials
– Faculty wants the library to seek
copyright permission from the publisher
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Resources
– Digitization equipment, Internet
connection, high end servers, additional
staff
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[1/3]
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WebOPAC
Goal
– To make the library retrieval tool OPAC
on the Web for wider access
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Process
– Library collection availability and its
status are very important for the users
– The card Catalog is converted into
machine-readable format to make it
available for access over the Internet
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[2/3]
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WEbOPAC
Impact
– Users are benefited at large scale by
using this service at their own
departments
– They also can reserve the materials that
are not available for their future use
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[2/3]
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WebOPAC
Resources
– Library database compatible with Web
OPAC, Internet connectivity,
Automated Library transactions using
barcode, smart cards, etc.
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Electronic Surveillance
System
[1/4]
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Goal
– To create a system that can arrest
pilferage of books or unauthorized issue
of books
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Process
– Library collection is increasing with
additions of documents every year
– Library is kept open for more than 16
hours a day and it is proposed to open
round the clock
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Electronic Surveillance
System
[2/4]
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Process
– It is necessary to create a system that
can arrest pilferage of books from the
library
– All the books are inserted with EM tags
that are invisible and a security gate is
installed with electro-magnetic field that
detects unauthorized books going out
from the library with a beep sound to
alert the staff
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Electronic Surveillance
System
[3/4]
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Impact
– Since library is open for longer hours with
limited staff working in shift duties, the
security gate is helping in arresting
pilferage of books from the library
– Since the libraries don’t have frisking
facilities, this system will detect pilferage
and save the library collection
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[4/4]
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Electronic Surveillance
System
Resources
– Installation of Security panels at the exit,
charging and discharging unit, EM tags
(single side or double side adhesive and
permanent tags)
– Inserting the tags in the acquisition
section
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[1/3]
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24/7 Access to e-Resources
Goals
– To provide uninterrupted world-wide
access to the library resources
searchable from anywhere, anytime, by
anyone
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Process
– More library clients want to work at
home through their desktop
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[2/3]
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24/7 Access to e-Resources
Process
– Research made easier thru provision of
remote access to electronic resources
– Registered library users are given PIN,
smart cards, etc.
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Impact
– Increased usage of electronic resources
– Less library users visiting the library
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[3/3]
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24/7 Access to e-Resources
Resources
– Hardware, software, network facility,
UPS support and air-conditioning the
server room with remote log-in facility to
the system administrator
– Periodic preventive maintenance of
servers with least down time
– Security mechanism
– Skilled library staff
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[1/4]
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User Feedback Practice thru
Suggestion Boxes
Goals
– To maintain suggestion box to get user
feed back on various services provided
to them
– To evaluate the feedback forms or
letters to improve library services
– Streamlining or focusing the services
with modifications, if any to meet the
user needs
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[2/4]
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User Feedback Practice thru
Suggestion Boxes
Process
– Apart from providing regular and routine
services, it is necessary to provide new and
improved services
– It is necessary to get feedback on the regular
and new services from the Users to streamline
or modify to suite to the requirements of the
end users
– The feedback forms or letters are opened
every day by the Reader Services Section to
evaluate them to take further decisions in
the matter
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[3/4]
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User Feedback Practice thru
Suggestion Boxes
Impact
– User satisfaction levels have increased
– The informal feedback from the users in
the form of dialogue also helped to
correct or modify certain procedures that
helped them
– User interaction is encouraged by all the
sections on informal basis and this has
improved the functioning and activities in
the library
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[4/4]
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User Feedback Practice thru
Suggestion Boxes
Resources
– A feedback box near the entry point of
the library
– The Reader Services Section to open this
box regularly to take decisions at their
level or at a staff meeting based on the
issues
– Regularly scheduled meetings of Section
Heads to discuss the issues
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[1/3]
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Other Circulation Services
Apply for a graduate carrel
Faculty authorization for proxy patron
Laptop computers for loan
Book or laptop lockers
Request for rush cataloging
Book drops
Interlibrary loan/document delivery
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[2/3]
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Other Circulation Services
Request a search for an item
Designated borrower
– A family member may use another
family member's card to check out
holds for that family member
– A Designated Borrower may check out
materials for the homebound or
handicapped person who has
authorized him/her to use their card
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[3/3]
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Other Circulation Services
Learning commons @ your library
Group discussions
Homebound services
– Materials are delivered to residents who
are homebound
– No overdue fines for homebound
patrons
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[1/2]
Conclusion
For a good library, the services must be
accessible. “Service begins with
materials and accessibility. Accessibility
means the process of getting the right
book to the right person and at the
right time making sure that positive
results happen to the benefit of users.”
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[2/2]
Conclusion
“The access services division is the store
front of the library and will continue to make a
direct impact on the customers in this
exciting time. Access services librarians have
the opportunity to move beyond their
traditional roles to players who not just
support but shape the learning experience.”
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Bibliography
Carver, Deborah. (1992). From circulation to access services: the shift in
academic library organization IN Access services in library. Hawoth Press.
Gardner, Judy. (2007). Access services, research and instructional services,
Rutger University Libraries: annual report 2006-2007.
Li, Xi. (2006). Library as incubating space for innovations: practices, trends and
skill sets. Library Management 27(6/7), 370-378
Murray, Peter E. (2004) The radio frequency revolution: tips and trends for
implementing RFID systems in libraries: University of Connecticut's
implementation.
Shahid, Syed Md. (2005). Use of RFId technology in libraries: a new approach to
circulation, tracking, inventorying and security of library materials. Library
Philosophy 8(1)
University of California-Berkeley Library website
University of Central Florida Libraries website
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Thank You
for Your Attention
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Contact Information
Miss Marian S. Ramos
Reference Librarian
The University Library
UP Diliman
Tel : 981.8500 loc 2861
Email : msramos@up.edu.ph
updgenref@gmail.com
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