E. Library Services
Describe and evaluate the capability of the library (or libraries) to serve the
program including the adequacy of the library’s technical collection relative to the
needs of the program and the faculty, the adequacy of the process by which
faculty may request the library to order books or subscriptions, the library’s
systems for locating and obtaining electronic information, and any other library
services relevant to the needs of the program. Define relevant student outcomes
which are highly affected by library service and provide performance data.
The Adamson University Library
Adamson University’s library started in 1933. Back then, the school was
known as the Adamson School of Industrial Chemistry (ASIC). The former
Philippine Senate Building, along General Solano St. in Manila was its second
home after its humble beginnings in 1932 in Sta. Cruz District. With an initial
inventory of 500 volumes organized by the first librarian Mrs. Maxima
Magsanoc-Ferrer, the library was run with the help of two part-time student
assistants.
In 1939, the school, which by the time had become known as the
Adamson School of Industrial Chemistry
and Engineering (ASICE) was
relocated to Intramuros. There, a much bigger building answered the need to
accommodate the increased enrollment. It also provided enough space to hold the
library’s reference materials, chemistry and technical books, and serials. With
Mrs. Ferrer serving as consultant and with her sister Ms. Bernardina Magsanoc as
permanent librarian, the library’s collection grew. Its shelves amassed a total of
75,000 volumes which kept steadily increasing until ASICE attained university
status on February 5, 1941, becoming known as Adamson University.
Post-War Rebuilding
The Japanese Occupation began on December 8, 1941. Adamson
University was sequestered because it was considered an alien enemy property.
Sadly, everything in the library collection vanished during the liberation of
Manila in 1945 when the building was razed down to the ground.
As soon as the smoke of war cleared, the owners of Adamson University
rented a building along San Marcelino St. so they could resume operations. It was
owned by the Vincentian Fathers and Brothers of the Congregation of the
Mission. So on June 20, 1946, the school reopened in what is now known as the
SV (St. Vincent) building. The slow task of rebuilding the library from scratch
once again fell on the shoulders of Mrs. Maxima M. Ferrer. Dr. Lucas Adamson,
a relative of school president George Lucas Adamson, started shipping books
from the United States. This greatly helped in filling up the near-empty shelves.
Mrs. Ferrer was later appointed by the university president as Chief Librarian and
during her watch,
the library had put up a collection consisting of 10,000
volumes of books and other materials. Miss Susima Lazo (the first Chairman of
the Board for Librarians) served the university as a day shift librarian from 1952
to 1957, while Mr. Francisco Singson worked on the night shift from 1954 to
1964.
Adjustments
In April 1957, Mrs. Hilaria Villanueva was hired as Chief Librarian,
working until 1982. During her term, the library was moved to the ground floor of
the Meralco building (now the CS building) which was acquired in 1968. Upon
Mrs. Villanueva’s retirement, Mrs. Zoraida E. Bartolome took over, and in less
than a year, she was appointed Director of Libraries. At that time, there were
already six permanent librarians and twenty student assistants working in the
library, a sign of its continuing growth.
As the university grew bigger, adjustments have to be made. It was time to
create branch libraries, as well as merge some, within the premises. Thus, separate
libraries were established for Law (June 4, 1984), for the Elementary level
(summer of 1984) and for Engineering (November 28, 1986). Long separate, the
Boys High School and Girls High School libraries were merged in 1989. In 1987
the open shelf system was implemented. Two years later, the sizeable purchases
of engineering books began. Around this time too, the Library Manual was
completed and in 1990, the first small steps towards computerization were made.
A computer unit with a capacity for on-line information using CDS/ISIS
(Computerized Documentation System/Integrated Set of Information Systems)
was installed at the Engineering Library and workstations were provided at the
Technical Services Section and some branch libraries.
Centralization
In an attempt to have a centralized library for the whole university, the LM
building (named in honor of the first Vincentian President Fr. Leandro
Montañana, C.M.) was designated as the main library. From the ST building, the
Commerce Library transferred to LM building in 1996. From the CS building, the
Filipiniana, Reference and Periodical Sections occupied the ground floor in 1998.
The following year, the Engineering Library relocated from the OZ building to
the LM second floor.
Today, the main library is known as the Fr. Leandro Montañana, C.M.
Library or LM Library. Aside from the aforementioned libraries, the LM building
also houses the Architecture, Business Administration, Circulation (Education,
Liberal Arts, Nursing, Pharmacy, Sciences and General Education) Libraries, the
Technical Services Section, the Internet Section and the office of the Director of
Libraries.
Meanwhile, the computerization thrust went on so that in May 2001, a
new Library Integrated Computer System named ATHENA version 9.1 was
installed. This system includes four modules: searching, cataloguing, circulation
and inventory. On June 4, 2001, the Online Public Access Catalog (OPAC) was
made accessible. Fast and convenient, locating materials using the OPAC is now a
breeze, much unlike the slow and tedious old card catalogue method. All in all,
there are 39 OPAC spread across the different libraries and sections.
Improvements
Mrs. Norma I. Jhocson, had a brief stint as Director of Libraries from July
2001-December 2002. Five new librarians, and an archivist to man the newly
opened Archives, were added during her term
From 2003-2008, the library was under the directorship of Ms. Erlinda B.
Gonzalez. Working with her were 17 librarians (15 licensed), 1 archivist, 6
library assistants and 34 student assistants.
April 16, 2009, Helen C. De Castro, was appointed as the Director of
Library Services. She initiated the book selection offshore, where two groups
went to Singapore, one in August 2009 and another one in October 2009. The
group consists of Vice President for Academic Affairs, Deans and Chairpersons
together with the Director of Libraries and Acquisition librarian. But on January
15, 2010, Ms. De Castro resigned from her post to work in Maryland, U.S.A.
Mrs. Delia B. Calimag was appointed as The Library Director from May
2010 to April 2013. She introduced PLATONYXZ Library System to replace
ATHENA Library System. She continues the Book Selection Offshore to
Singapore and Malaysia.
Ms. Helen C. De Castro returned and was appointed as library director
on June 3, 2013 up to the present.
Two areas can boast of significant improvements: technology and
facilities. Five (5) Electronic Security Systems were installed in every library
entrances. It sets off an alarm when books are brought out without undergoing
proper checkout procedures. A gadget desensitizes books so they do not set off
the alarm when brought out. It re-sensitizes them when returned. Borrowing and
returning of books is now computerized, which started July 2006. A student’s ID
being a smart card integrates the student’s name in the library computer systems.
It becomes easier therefore to record ones transactions in the library. When one
borrows a book, which is provided with a barcode, a tape receipt listing the title of
the book, due date, fines, etc., is issued from the thermal printer for him.
The Online Full Text Journal Database Subscription. Users can access the
full
text
of
articles
contained
in
international
journals
through
the
URL:Http://search.ebscohost.com. Like the OPAC, the journals can be accessed
even if one is outside the library. Users can also avail themselves of the Internet
within the comforts of the library. With forty three (43) computer units, the
Internet can be used for research purposes at a minimal fee. When printing
becomes necessary, such service is also provided for a fee.
The improved facilities answer the needs of classes which need
technology. A bigger audio-visual room, and instructional media section, wider
area for technical services, indoor second-to-third floor stairway,
a bigger
Internet section, installation of CCTV cameras, book drop boxes, laptop charging
area, and discussion rooms are some of the major additions to the library. New
equipment have been acquired, namely: laptops, DLPs (digital light processing)
projectors, 3M overhead projectors, home theater televisions, karaoke, DVD
players, and cameras.
These are some of the major changes that patrons of the Adamson
University Library can avail themselves of. Professionalization of the staff,
increased monthly new acquisitions, and many other recent accomplishments are
also part of the overall drive for excellent service. The Adamson community is
especially encouraged to visit the library and experience what it can offer. Subject
to certain policies, consortium members and outsiders are also welcome.
The Library is headed by HELEN C. DE CASTRO, Director, Library
services, and HELEN A. ORDOÑEZ, Head, Readers’ Services and supported by
fifteen (15) licensed Librarians, ten(10) Library Assistant and twenty one (21)
Student Assistants.
ADAMSON UNIVERSITY LIBRARY
VISION
As the heart of the institution, Adamson University Library is
committed to develop the best resources to serve the curricular and
extra curricular needs of the community particularly
the socially
disadvantaged and to provide excellent library services that exceed the
expectations of its clientele.
MISSION
To support the educational programs of the university in achieving
its instructional, learning and research objectives by providing:
updated library resources; advanced communication and information
technology; excellent customer-oriented and enhanced services, for all
the members of the community.
Library General Objectives:
The Adamson University Library assists its clientele, especially the
students, in their academic and personal development, through the provision of
updated library resources and services in order to participate efficiently in the
attainment of its institutional mission and objective.
Specific Objectives:
Specifically, it seeks to:
1. Develop an adequate and relevant collection of material resources, books,
periodicals and non-book materials appropriate to each level of the
instructional program and to the needs of research.
2. Develop a broad reference collection, which underscores Filipiniana, and
research resources as functional tools of scholarship.
3. Develop innovative approaches for the effective use of the above
collections in support of the needs, interests and concerns of the students,
faculty and Adamson community.
4. Provide library orientation sessions for freshmen classes, as well as give
classroom bibliographic sessions on request.
5. Organize library committee in every academic Department and College.
Library Location:
Fr. Leandro Montañana, C.M. Library is located at the Fr. Leandro
Montañana Building from ground floor to Third floor.
Located at the Ground floor are the following sections:
Technical Services Section, It is responsible for the selection, acquisition,
indexing and abstracting, classifying and cataloging, physical and mechanical
processing of books.
Internet Section, forty three (43) computer units are available for
research. Internet access is strictly for research purposes only. The library also is
WI-FI ready.
Reference Section, collection includes general reference materials like
encyclopedias, almanacs & yearbooks, gazetteers & atlases, handbooks and
manuals and directories.
Periodical Section, houses the following, newspapers, magazines, foreign
and local journals, pamphlets, newspaper clippings from the major Philippine
newspapers and vertical file collection.
Filipiniana Section, Collection includes books on or about the Philippines
written by Filipino or foreign authors; published in the Philippines, Rare
Filipiniana book collections and Palanca Literary Award Collections.
Thesis Section, contains undergraduate thesis on Architecture, Business
Administration, Engineering, Liberal Arts, Nursing, Pharmacy, and Science.
The Audio –Visual Rooms, Available audio-visual materials & equipment
are CDs, VCDs, DVDs ,Charts ,Maps, Globes, Headphones, Multimedia
Projector/Projector screen, Laptop, Overhead Projector, Transparencies , TV &
DVD/CD Cassette player, Video Recordings.
Engineering Library is located at the second floor Collection includes
books on Engineering , Handbooks and manuals on engineering, Reviewers and
Technical Journals.
Instructional Media Section, The faculty conducts their respective classes
at the IMS especially for watching educational movies.
Discussion rooms, These rooms are provided for plate making and group
discussions.
Circulation Section, Manages the circulation services of all library
materials from the 2nd & 3rd floors of the LM Library. Services include Checking
out materials; Returning borrowed materials, Renewing of materials and
Recalling overdue materials.
Located at the Third floor are the Architecture Library, Collection
includes Books on Architecture and Journals.
Business Administration Library, Collection includes books on
Accounting, Auditing, Banking and Finance, Custom Administration, Ecommerce,
Economics, Entrepreneurship , Hospitality Management,
Management, Marketing and Public Administration.
College of Education and Liberal Arts, Collection includes books on
Philosophy, Religion, History, Geography, Social & Political Sciences,
Education, Language, Literature and Fiction Books.
College of Science Library,
Collection includes books on Pure &
Applied Sciences, Technology and Computer Science.
Nursing and Pharmacy Library Collection includes all professional
publications on nursing & pharmacy.
Located at Saint Vincent Building ground floor are the St. Thomas More
Law, Library Houses collections on Law books and Law journals .
Graduate School Library Houses books, journals , theses & dissertations
onBusiness Administration, Chemistry, Education, Information Technology,
Management Engineering and pharmacy.
The Elementary Library is located at the ground floor of the CS Annex
building while the High School Library is at the fourth floor of FRC building.
The Library has a seating capacity of 1,070 and with the floor area of
3,361.09 as a whole. It can accommodate the 5 % population of the University
which is 16,366 enrolled for first semester SY 2014-2015
The seating capacity of the Engineering Library is 262 and a floor area of
661 square meters. It can accommodate a 5 % population of the College of
Engineering.
The collection of the Adamson University Library has 76,394 titles with
98,836 volumes of books, 3,392 titles with 4,266 volumes of Audio-Visual
Materials , and Online journals of 13,798 titles.
The Engineering Library collection includes engineering handbooks and
manuals, reviewers and technical journals. The total collections of Engineering
library is 9,149 titles with 11,656 volumes of books, Engineering AV materials,
(178 )Engineering Online Journals ( 152) and (23) titles printed journals.
THE LIBRARY SYSTEMS FOR LOCATING AND OBTAINING
ELECTRONIC INFORMATION
The Library has its Library Integrated System named ATHENA. This
system includes four modules: searching, cataloging, circulation and inventory.
The searching module is where the “Online Public Access Catalog”
(OPAC) can be access it is an online database of materials held by the Adamson
University Library. It is a computerized library catalog available to the public. It
is accessible over the internet to users all over the world. Users search a library
catalog principally to locate books and other material physically located at a
library.
The Library also provides reading materials and search facilities through
the Internet. Here are some of these resources:
EBSCOhost
EBSCO Information Services provides a complete and optimized research
solution comprised of research databases, e-books and e-journals—all combined
with the most powerful discovery service and management resources to support
the information and collection development needs of libraries and other
institutions and to maximize the search experience for researchers and other end
users.
EBSCO offers more than 375 full-text and secondary research databases and over
550,000 e-books plus subscription management services for 360,000 e-journals, ejournal packages and print journals. EBSCO also provides point-of-care decision
support tools for healthcare professionals and organizational learning resources
for training and development professionals.
EBSCO serves the content needs of all researchers whether they access EBSCO
resources via academic institutions, schools, public libraries, hospitals and
medical institutions, corporations, associations, government institutions, etc.
The Library currently subscribes to the following EBSCO databases:

ACADEMIC SEARCH COMPLETE - Academic Search Complete,
designed specifically for academic institutions, is the world's most
valuable and comprehensive scholarly, multi-disciplinary full-text
database, with more than 8,500 full-text periodicals, including more than
7,300 peer-reviewed journals. In addition to full text, this database offers
indexing and abstracts for more than 12,500 journals and a total of more
than 13,200 publications including monographs, reports, conference
proceedings, etc. This scholarly collection offers unmatched full text
coverage of information in many areas of academic study including:
animal science, anthropology, area studies, astronomy, biology, chemistry,
civil engineering, electrical engineering, ethnic & multicultural studies,
food science & technology, general science, geography, geology, law,
materials science, mathematics, mechanical engineering, music,
pharmaceutical sciences, physics, psychology, religion & theology,
veterinary science, women's studies, zoology, and many other fields.
Academic Search Complete offers critical information from many sources
unique to this massive collection. The database features PDF content
going back as far as 1887, with the majority of full text titles in native
(searchable) PDF format. Searchable cited references are provided for
more than 1,400 journals.

EDUCATION RESOURCE INFORMATION CENTER (ERIC) ERIC, the Education Resource Information Center, provides access to
education literature and resources. The database provides access to
information from journals included in the Current Index of Journals in
Education and Resources in Education Index. The database contains more
than 1.3 million records and links to more than 323,000 full-text
documents dating back to 1966.

FUNK & WAGNALLS NEW WORLD ENCYCLOPEDIA - For
students and adults alike, the Funk & Wagnalls New World Encyclopedia
database indexes over 25,000 records, covering an array of topics. Full
text for each record may be easily accessed by double clicking on the topic
from the display. The database contains various images, offers brief
biographies as well as information in a variety of subject areas. This
database is updated annually.

LIBRARY, INFORMATION SCIENCE & TECHNOLOGY
ABSTRACTS (LISTA) - Library, Information Science & Technology
Abstracts (LISTA) indexes more than 560 core journals, nearly 50 priority
journals, and 125 selective journals; plus books, research reports and
proceedings. Subject coverage includes librarianship, classification,
cataloging, bibliometrics, online information retrieval, information
management and more. Coverage in the database extends back as far as
the mid-1960s. It is EBSCO Publishing’s intention to provide access to
LISTA on a continual basis at www.libraryresearch.com. Customers
currently subscribing to other EBSCOhost databases may elect to have
LISTA added to their EBSCOhost profile.

MAS ULTRA – SCHOOL EDITION - This comprehensive database,
designed specifically for high school libraries, contains full text for nearly
500 popular, high school magazines including America’s Civil War,
American Heritage, American History, Archaeology, Astronomy,
Bioscience, Careers & Colleges, Civil War Times, Congressional Digest,
Discover, History Today, Nation, National Review, New Republic, New
Scientist, Popular Science, Science News, Scientific American,
Smithsonian, World War II, etc. All full text articles are assigned a
reading level indicator (Lexiles). Full text is also available for 85,670
biographies and over 107,000 primary source documents. Additionally,
MAS Ultra – School Edition contains more than 360 reference books
(including the Columbia Encyclopedia, the CIA World Fact Book and
World Almanac & Book of Facts), an Image Collection of over 510,000
photos, maps & flags, color PDFs and expanded full text backfiles (back
to 1975) for key magazines.

MILITARY & GOVERNMENT COLLECTION - Designed to offer
current news pertaining to all branches of the military, this database offers
a thorough collection of periodicals, academic journals and other content
pertinent to the increasing needs of those sites. The Military &
Government Collection provides cover-to-cover full text for nearly 300
journals and periodicals. The database also offers indexing and abstracts
for more than 400 titles. Some publications covered in this database
include Air Force Comptroller, Defence Studies, JFQ: Joint Force
Quarterly, Military Technology, Combat Edge, FBI Law Enforcement
Bulletin, Foreign Affairs, Naval Forces, and many more. Many full text
titles are available in native (searchable) PDF, or scanned-in-color.

PRIMARY SEARCH - Primary Search, designed specifically for
elementary school libraries and public library children’s rooms, contains
full text for more than 70 popular, elementary school magazines. All full
text articles are assigned a reading level indicator (Lexiles). In addition to
the full text, this database offers indexing and abstracts for nearly 100
magazines. Examples of publications covered in Primary Search include:
Appleseeds, Boys’ Life, Cobblestone, Cricket, Highlights for Children,
Hopscotch, Jack & Jill, Ladybug, Ranger Rick, Science World, Spider,
SuperScience, Time for Kids, Turtle, and many more. This database also
provides the American Heritage Children’s Dictionary, 3rd Edition from
Houghton Mifflin, and a School Image Collection of photos, maps and
flags. Many full text titles are available in native (searchable) PDF, or
scanned-in-color. Full text backfiles go as far back as 1990, while
indexing and abstract backfiles go as far back as 1985.

RELIGION & PHILOSOPHY COLLECTION - The Religion &
Philosophy Collection™ is a comprehensive database covering such topics
as world religions, major denominations, biblical studies, religious history,
epistemology, political philosophy, philosophy of language, moral
philosophy and the history of philosophy. With more than 300 full text
journals and unparalleled coverage of the subject areas listed above, the
Religion & Philosophy Collection is an essential tool for researchers and
students of theology and philosophical studies.
Other online databases:
Gale Virtual Reference Library
Database of multidisciplinary encyclopedias, almanacs and specialized reference
sources.
ABC Chemistry
Free full-text journals in Chemistry
BioMed Central
Publisher of 200 peer-reviewed open access journals
Library Press Display
Instant Access to 2000+ newspapers from 100 countries in 60 languages
HERDIN NeON
A specialized network of documentation and information centers engaged in
health research and development activities.
NIST Data Gateway
Providing easy access to NIST scientific and technical data
PubMed Central
It is the U.S. National Institutes of Health (NIH) free digital archive of biomedical
and life sciences journal literature.
Directory of Open Access Journals
This service covers free, full text, quality controlled scientific and scholarly
journals.
Philippine Journals Online
A service to provide access to Philippine published research, and increase
worldwide knowledge of indigenous scholarship.
Filipinas Heritage Library Link
A one-stop sources center for Filipiniana resources. It aims to provide one search
engine or point of entry for researchers and students who are doing research of
Filipiniana.
Philippine E-lib
Digitalized Filipiniana materials including theses and dissertations; Special
collection/research of the five partners; and, Online resources/subscription to
electronic databases.
Law Related Online Databases
SCRAA, is available at the Law Library
Chan Robles Virtual Law Library
It contains full text of Philippine laws, statutes and codes, Supreme Court
decisions, foreign constitutions and laws as well as thousands of links to
worldwide Internet legal resources as well as general Internet guides, search tools
and other sites of interest which you may find useful for legal, government,
business and educational research.
The LAWPhil Project
A legal web site project of Arellano Law Foundation through its Information
Technology Center.
PROCESS BY WHICH FACULTY MAY REQUEST THE LIBRARY TO
ORDER BOOKS OR SUBSCRIPTION
COLLECTION MANAGEMENT:
OBJECTIVES
To document the policies and procedures in selection, acquisition,
physical/manual processing and de-selection/weeding and disposition of all
library materials.
To define the proper scheduling of library materials selection that will minimize
expenses and disruption of operations.
SCOPE
These policies and procedures cover the selection, acquisition, physical/manual
processing and de-selection/weeding and disposition print or non-print materials
such as books, e-books, etc.
POLICIES
The task of selection and acquisition of library materials such as books is under
the responsibility of the Director of Library Services.
1.1 The Library Services Department encourages a partnership among
deans, chairpersons and faculty members of different colleges and
departments and librarians to develop the University’s collections of
books.
1.2 The Library Services Department shall collaborate with the dean or
chairperson of specific academic college or department to make
recommendations for the purchase in their respective disciplines.
1.3 The Library Services Department shall ensure balance of the total
collection across different colleges and departments.
1.4 Only academic administrators and the faculty members nominated by
the college dean can join the book fair selection. Content expertise is
the primary criterion in choosing the representative/s of the college or
department.
1.5 The Library Services Department’s first priority is to provide
appropriate books for students and faculty in sufficient quantity and
depth to support teaching and basic research in the subject areas of the
curriculum. Only materials published three years ago or less shall be
purchased. The college dean or department chair shall justify the
purchase of the book if the said book has a publication date of more
than three years. Other criteria set by Library Services Department
such as relevance to the curriculum, support for research needs of
students, support for faculty course preparation, relationship to
existing holdings, accuracy and objectivity, reputation of the author,
publisher or producer and durability shall be considered in the
selection.
1.6 No donations, any amount of money, gifts or any item with monetary
value shall be accepted from the publishers in order to avoid conflict
of interest.
1.7 Purchases of library materials by volume shall be approved by
EXECOM.
1.8 Selection of College or Department Representative/s
The Library Services Department will inform through a memo the deans or
department chairpersons on the incoming book fairs to nominate their
representative/s.
The deans or department chairpersons will nominate in writing addressed to the
Director of Library Services their college or department representative. This
nomination shall have the approval of Associate Vice President for Academic
Administration prior to endorsement to the Director of Library Services.
The Library Services Department shall prepare the listing of participants to be
forwarded to the Office of Associate Vice President for Academic Affairs for the
preparation of the final list of participants following above policy 3.5.
The Vice President for Academic Affairs shall approve the final list.
3.10 Book Request for Purchase Generated from Faculty Members
3.10.1 Faculty member may request book for purchase by filling out the book
request form.
3.10.2 Faculty shall submit the accomplished book request form to department
chairs or college deans for approval.
3.10.3 Once approved, the dean and the chair shall forward the said accomplished
book request to the Director of Library Services.
3.10.4 The Acquisition Librarian will check if the requested book already exists
in the collection, if not the request will be forwarded to Logistics.
3.10.5 The Logistics will do the necessary procedures to acquire the requested
book following the relevant University purchasing policies.
3.10.6 When the book has been received and are available, the acquisition
librarian shall notify the requestor.
3.11 Book Selection and Evaluation
3.11.1 All the books chosen by the college or department representative/s during
the book fair shall be delivered by the publisher directly to the University Library
Acquisition Section.
3.11.2 Books shall be received by the acquisition librarian by signing in the
delivery receipt.
3.11.3 The acquisition librarian shall check if the title of the selected book
already existed in the collection. If yes, the said book is immediately returned to
the publisher. Otherwise, it will be included in the list of books to be purchased.
In returning the books, the acquisition librarian shall filled out the return slip and
ask the publisher to pick up the books and re-issue new delivery receipt.
3.11.4 The acquisition librarian shall prepare the requisition slip for the list of
books to be purchased through budget management system. A book requisition
form shall be filled out and forwarded to Logistics together with the following
attachments: book request form & delivery receipt.
3.11.5 The Budget Office shall approve the request that will signal the
preparation of the purchase order.
3.11.6 Logistics shall prepare the purchase order basing on the filled up book
requisition form from the Library Services Department and send the said purchase
order to the publisher through fax.
3.11.7 Logistics shall forward a copy of the purchase order to accounting.
3.11.8 Acquisition librarian shall forward the Sales Invoice to accounting.
3.11.9 Accounting shall prepare the payment once all the required documents are
completed.
3.11.10 Publisher shall collect the payment at the designated cashier window.
3.11.11 The Cataloger shall start the cataloging of the book after it is fully paid.
3.12
Schedule of Book Selection
3.12.1 The University shall schedule a maximum of (2) book fair selection in one
school year.
3.12.2 Priority colleges or departments that will join the book selection are the
colleges or departments that are scheduled for accreditation in two semester time.
Example: department A will be accredited on 2nd semester of 2015, book selection
for department A shall be scheduled on 2nd semester of 2014.
3.12.3 The schedule of programs for accreditation shall be provided by the
Director of the Office of the Programs and Standards to the Director of Library
Services for proper scheduling.
PROCEDURES
4.1 Selection Process
Responsible
Dean/Chairperson/Faculty/Librarians
Section Librarian
Acquisition Librarian
Activity
Deans, Chairpersons, Faculty and
Librarians may select materials from
in-house requests (over-the-counter),
catalogs, brochures; book fair and
approval plan (book examination).
Colleges/Departments must provide
the list of references used in their
latest syllabi.
Must update Collection profile
(Professional, General Education &
General Reference)
Receives/signs book delivery receipt
from book fair and approval plan
Dean/Chairperson/Faculty/Librarians
Select/evaluate titles/publication
Dean/Chairperson/Faculty
Submit to Acquisition Librarian filledup book/publication request form with
endorsement from the Dean
Acquisition Librarian
Checks selected titles if available
(In-house database, On-order file and
In-process File).
If available, inform requesting party
and dealer.
If not available, search materials’
bibliographic information.
Acquisition Librarian
Processes selected/evaluated materials
for acquisition.
4.2 Acquisition/Payment Process
Responsible
Acquisition Librarian
Activity
Prepares book requisition form for Director
of Library Services’ signature.
Purchase of books by volume shall be
approved by EXECOM.
If disapproved, cross out disapproved titles.
If approved, Acquisition Librarian encodes
signed/approved book requisition form in the
Automated Budget Monitoring System.
Encoded book requisition form is forwarded
to Logistics Office for processing/issuance
of Purchase Order.
Logistics Office
Checks sole distributorship certificate.
Dealer/Jobber
Issues Sales Invoice
Acquisition Librarian
Check Sales Invoice (for title accuracy)
Library
Assistant
book/publications.
inspect/collates
If damaged, return to Jobber/Dealer for
replacement.
If not damaged, Library Assistant affixes
initials/signature and date of collation of
books.
Acquisition Librarian
Check/Forward Sales Invoice to the Director
of Libraries for notation.
Acquisition Librarian
Forwards checked/noted Sales Invoice to
Warehouse Inventory Control Office
(WICO) for preparation of Receiving Report
(RR).
Accounting Office
Checks/validate physical existence of
book/publications for acquisition prior to
cheque preparation.
Cash Management Office
Sends copy of the Official Receipt to the
Library Services Department.
Acquisition Librarian
Forwards acquired/paid books/publication to
the Library Assistant for physical/manual
processing.
4.3 Physical/Manual Process
Responsible
Library Assistant
Activity
4.3.1 Accessions on appropriate pages.
4.3.1.1 Library Assistant prepares list of
Audio Visual (AV) materials and serials
received.
Library Assistant
4.3.2
Marks stamp of ownership on
books and serials.
Library Assistant
4.3.3
Forwards materials to Cataloging
Section.
4.3.3.1 Library Assistants forwards lists to
Cataloging Section.
4.3.3.2 Library Assistants forwards list
and serials to Periodicals Section.
4.3.3.3 Periodicals Section distributes list
and serials to Section Librarians.
4.3.3.4 Section Librarian selects articles for
indexing and forwards serials to
Periodicals Section.
4.3.3.5 Periodicals Section forwards serials
for indexing to Indexer.
4.4 De-selection/Weeding and Disposition Process
Responsible
Section Librarian
Activity
4.4.1 Section Librarian evaluates
materials and prepares list of materials
for de-selection and forward list to
Faculty/Chairpersons/Deans
for
recommendation approval.
Dean/Chairperson/Faculty
4.4.2
Evaluates
publications;
Recommend and approve titles for
disposition
Section Librarian
4.4.3 Sends list of recommended and
approved materials for disposition to
Director of Library Services.
Director of Library Services
4.4.4 Request clearance/approval of
Associate Vice-President and VicePresident for Academic Affairs
Acquisition Librarian
4.4.5 Updates record (Library Database
& Accession Record Book).
Director of Library Services
4.4.6 Endorses de-selected materials to
Outreach Committee for donation.
Director of Library Services
4.4.7
Secures
transfer/removal
clearance from Physical Facilities
Office.
Audit & Control Mechanism
5.1.1 The SGV, our outsourced financial auditor, will conduct annual inventory of
the books purchased in one school year.
5.1.2 The SGV auditor will check the physical presence of the newly acquired
books.
List of Forms:
Book Selection/Evaluation Form
Book Requisition Form
Book Request Form
OTHER LIBRARY SERVICES
Library Committee is the link that connects the library with the different
colleges of the university. It serves as the liaison between the Librarians and the
faculty in providing appropriate library materials for the teaching, learning and
research needs of students on the basis of the curricular offerings. This is
composed of the Deans, Chairs, and the Faculty under the chairmanship of the
Director of Libraries.
Reference Services branch of the library services which includes the
assistance given to readers in their search for information on various subjects.
Bibliographic Services is a compilation of bibliographic references of
different subject areas.
Current Awareness Services It includes the New Acquisitions List , it is
the list of processed newly acquired materials available for borrowing, and the
TOC Services, present photocopy of Table of Contents of newly received
professional journals forwarded to different colleges for information and update.
Weblinks are compilations of internet resources on a particular subject.
Library Orientation/Instruction Introduces the users to the Library
Policies and Procedures, Library services, Collections and Facilities. Library
Orientation is regularly conducted every semester for Students and Faculty.
Networks & Linkages , The Library endeavors to provide access to other
library collections within Metro Manila that will support the instructional ,
curricular and research needs of both students and faculty through consortium
arrangement and inter-university agreements.
Consortia & Networks, The Library actively participates in several
networks, and inter-institutional consortia, like SM-IIC ( South Manila InterInstitutional Consortium), CEAP (Catholic Educational Association of the
Philippines), PAARLNET and LIBRARY LINK.
Inter-Library Loan & Referral Services Inter-Library Loan/Referral
Services provide referral letter to those who plan to use the library facilities of
other Institutions.
Internet Services Internet access is strictly for research purposes only.
Media Services The library organizes audiovisual materials to enhance
classroom instruction. Services include the use of the facilities and materials of
the Audiovisual and Media Center.
Photocopying Services The library provides photocopying services subject
to the copyright law.