Republic of the Philippines - sdssu.edu.ph

Republic of the Philippines SURIGAO DEL SUR STATE UNIVERSITY

Tandag City, Surigao del Sur www.sdssu.edu.ph

TABLE OF CONTENTS

Page I. INTRODUCTION

Library Quality Management System (QMS) 1

II. Definition of Terms and Acronyms

Audio – Visual Materials 1 BOR 2 Call Number 2 Card Catalog 2 Circulating Book 2 Circulating Collection 2 Classification System 2 Collection Development 2 Library Administration 3 E-Library (Electronic Library) 3 Filipiniana Section 3 General References 3 Library Advisory Committee 3 Library Automation 3 Library Card 3 Library Collection 4 Library Instruction 4 Library Management System (LMS) 4 Library Orientation 4 Library Policy 4 Library Program 4 Library Staff 4 Library Use 4 Non – Book 4 Non-Print 5 OPAC 5 Periodical librarian 5 Photocopying 5 Reference Librarian 5 Reserve Books 5 Technical Librarian 5 Technical Section 5 Weeding 6 ACRONYMS 6

III. General Information about the Agency and the selected Areas of

Operation

Tandag Campus 8

Cantilan Campus 8

Lianga Campus 9

Tagbina Campus 9

San Miguel Campus 10

Cagwait Campus 10



Vision, Mission of the University 10

The Library 12

IV. Organizational Structure and Responsibilities of Relevant Roles

Library Organizational Structure 14 ISO 9001: 2008-ALIGNED QMS 15

1.0 Quality Management Manual

a) Quality Policy 15

b) Statement of Quality Management System (QMS) 15

c) Description of the Processes Covered by the QMS 22

e. Quality Objectives 22 f. List of Internal and Externally-Generated References 23 g. Mechanisms for Determining Customer Satisfaction and Feedback 24

Survey

2.0 Procedures and Work Instruction Manual (PAWIM) a. Operating Procedures of the Library Management System

Library Work Flow 26 Library Work Instruction 60

b. ISO 9001:2008 Mandatory Documented Procedures Including Forms and

Templates i. Control of Documents 73

ii. Control of Records 74 iii. Internal Quality Audit 74 iv. Control of Non-Conforming Products/Services 74 v. Corrective Action 75 vi. Preventive Action 75



APPENDICES

A. Book Pocket/Book Card and Date Due Slip Form 76

B. Book Reservation Slip and Faculty Borrowing Form 77

C. Journal and Newspaper Record Form 78

D. Magazine Record Form 79

E. Accession Book and Donation Acceptance Form 80

F. Reference Questions Form 81

G. Acknowledge Receipt and Multimedia Borrowers Form 82

H. Borrowers Logbook and Validated Library Card Form 83

I. Library User’s Logbook and Statistical Record Form 84

J. Enrollees Logbook and Online Access Statistics Form 85

K. Online Public Access Catalog (OPAC) and Inter-Library Loan Permit 86

L. Internal Quality Audit & Inventory Books Form 87

M. Library Inventory Form 88

N. Library Card and Photocopying Services Logbook Form 89

O. Clearance Logbook Form 90

P. Theses& Dissertations and Reference Service Consultation Form 91

Q. Student’s Library Clearance Form on Credentials Request Form 92

R. Visitor’s Logbook Form 9



SDSSU Quality Management Manual 2016 Page 1

I. INTRODUCTION

The Library Quality Management System (QMS) with Procedures and Work

Instruction Manual (PAWIM) is for the six campuses of SDSSU, namely: Main

Library in Tandag, Cantilan Cagwait, San Miguel, Lianga, and Tagbina. Each

campus has its own library building centrally located within the college. Each has its

own library management operation system based on this manual.

Every library adopts an open shelf system that permits the clientele a free

access to the books thru the use of the Dewey Decimal Classification System

(DDCS) and Online Public Access Catalog (OPAC).

OPAC as one feature of the Integrated Library System operates using the

Follett Destiny Library software. It is a system which offers OPAC, circulation on-line,

computerized cataloging, inventory reporting, serials control, internet searching

through Web path Express, CD ROM Services, online database and bar coding.

The SDSSU Library Advisory Committee hereby declares this library manual

of SDSSU as guide for the management of the entire library operation of the six

campuses.

The library serves the whole community of SDSSU students, faculty

members, personnel, and administrators and all public users in Surigao del Sur

extending to the Caraga.

II. DEFINITION OF TERMS AND ACRONYMS

Audio – Visual Materials

These include special materials such as videotape recordings, cassette tape

recordings, compact disks, (CD-ROM); diskettes, transparencies, charts, maps,

globes, etc.


BOR

It is Board of Regents. It is the governing board of the university.

Call Number

It is the combination of the class number which represents the subject of the

book number and the author’s name. The copyright d

ate indicates when the book is published. The complete call number is

needed to locate the book on the shelves.

Card Catalog

It is the primary tool for locating books and other materials in the library. It is

an index to the total collection of the varied library books and non-book materials

and other electronic resources

Circulating Book

A book that can be charged to a borrower account for use inside or outside

the library facility, as opposed to one restricted to library use only.

Circulating Collection

Books and other materials that may be checked out by registered borrowers

for use inside or outside the library.

Classification System

A list of classes arranged according to a set of pre-established principles for

the purpose of organizing items in a collection, or entries in an index, bibliography,

or catalog, into groups based on their similarities and differences, to

facilitate access and retrieval.

Collection Development

The process of planning and building a useful and balanced

collection of library materials over a period of years, based on an

ongoing assessment of the information needs of the library’s clientele , analysis

of usage statistics, and demographic projections, normally constrained by budgetary

limitations. Collection development includes the formulation of selection criteria,

planning for resource sharing, and replacement of lost and damaged items, as well

as routine selection and deselection decisions.


Library Administration

The control and supervision of the library, including planning, budgeting,

policymaking, personnel management, public relations, and program assessment,

with responsibility for results

E-Library (Electronic Library)

It is a section that contains and offers CD-ROM search, internet services, and

online resources such as e-books and e-journals.

Filipiniana Section

The Filipiniana collection are placed on this section which consist of books,

periodicals and special materials about the Philippines or containing substantial

portions, published locally or abroad, government documents, faculty researches

and other publication written by Filipino authors.

General References

It refers to encyclopedias, dictionaries, yearbooks, atlases, almanacs,

handbooks and other books in sets.

Library Advisory Committee

A standing committee in the university composed of members of the

administration, dean, library professionals, and students who have an interest in

library services, charged with advising the library administration on policies and

decisions affecting teaching and learning, such as library hours and the allocation

of funds to academic departments for new acquisitions, and with acting as library

advocates in institution-wide decision-making.

Library Automation

The design and implementation of ever more sophisticated computer systems

to accomplish tasks originally done by hand in libraries.

Library Card

A small paper issued by the library in the name of a registered borrower

(students), to be presented at the circulation desk when checking out materials from

its collections.


Library Collection

The total accumulation of books and other materials owned by a library,

cataloged and arranged for ease of access.

Library Instruction

It refers to the teaching of the users on the use of the library and its

collections. This service is done during general orientation at the beginning of the

classes

Library Management System (LMS)

In automated systems, an integrated set of applications designed to perform

the business and technical functions of a library, including acquisitions, cataloging,

circulation, and the provision of public access.

Library Orientation

It refers to helping people feel aware of and comfortable with the facilities and

the services available, with the location of collections, and with the people who serve

those collections.

Library Policy

A general term for a library's rules of conduct.

Library Program

An activity or event scheduled by a library for the benefit of its clientele.

Library Staff

Employees responsible for the operation and management of a library or

library system, including its director, librarians, paraprofessionals, technical

assistants, and student assistants.

Library Use

The extent to which the resources and services of a library are utilized by

its clientele (students, faculty administrations, and other stakeholders).

Non – Book

These include popular magazines, journals, newspapers, government

publications and other serial publication, which appear regularly or continuously.


Non-Print

These include e-books, e-journals, electronic images, audio visual materials,

electronic texts/ records, etc.

OPAC

An acronym for Online Public Access Catalog, a database composed of

bibliographic records describing the books and other materials owned by a library or

library system, accessible via public terminals or workstations usually concentrated

near the reference desk to make it easy for users to request the assistance of a

trained reference librarian.

Periodical librarian

A trained professional that has a variety of duties, but generally work

specifically with the acquisition, collection development, organization, preservation,

and cataloging of periodicals.

Photocopying

It refers to the photographic reproduction of printed materials.

Reference Librarian

A trained professional who help library users with their information and

research needs.

Reserve Books

Are those books that of heavy demand by the users and are placed inside

the reserve section as recommended by the concerned faculty members.

Technical Librarian

A trained professional that supervise the technical works and specializes in

acquiring, organizing and preserving all kinds of library materials.

Technical Section

This section combines acquisition, organization, maintenance and updating of

library collections.


Weeding

It is a process that should be done by the library management to remove non-core

volumes from a primary collection area of the library to maximize the use of the

resources.

ACRONYMS:

AACCUP - Accrediting Agency of Chartered Colleges and Universities

of the Philippines

ACO-ADCO - Academic Council – Administrative Council

AVR - Audio Visual Room

BOR - Board of Regents

CCTV - Closed Circuit Television

CD-ROM - Compact Disk Read Only Memory

CHED - Commission on Higher Education

CMO - CHED Memorandum Order

DA-BAR - Department of Agriculture- Bureau of Agricultural

Research

DDCS - Dewey Decimal Classification System

DECS - Department of Education Culture and Sports

DOL - Director of Libraries

DOST - Department of Science and Technology

DOST-PCARRD - Department of Science and Technology – Philippine

Council for Agriculture, Aquatic and Natural Resources

Research and Development

DOST-STII - Department of Science and Technology-Science and

Technology Information Institute

GO - Governmental Organization

HRMO - Human Resource Management Office

ISO - International Standard Organization

LAC - Library Advisory Committee

LC - Library of Congress


LMS - Library Management System

LSA - Library Student Assistant

MOA - Memorandum of Agreement

MTDP - Medium Term Development Plan

NAFES - National Agriculture and Forestry Extension Services

NGO - Non-Governmental Organization

OPAC - Online Public Access Catalog

PAWIM - Procedures and Work Instruction Manual

PLAI - Philippine Librarians Association, Inc.

PPMP - Project Procurement Management Plan

QMS - Quality Management System

RD&E - Research Development and Extension

RDA - Resource Description and Access

SDSSU - Surigao Del Sur State University

SSIT - Surigao Del Sur Institute of Technology

SSPSC - Surigao del Sur Polytechnic State College

STARBOOKS - Science and Technology Academic and Research-Based

Openly Operated Kiosk Station

VPAA - Vice President for Academic Affairs

III. GENERAL INFORMATION ABOUT THE AGENCY AND THE SELECTED

AREAS OF OPERATION

Surigao del Sur State University (SDSSU), formerly Surigao del Sur

Polytechnic State College (SSPSC), is composed of six campuses strategically

located in the various municipalities of Surigao del Sur. It has recently achieved its

status as a University through House Bill 4411 which was enacted into law under

Republic Act 9998 on February 22, 2010. Through the leadership of its dynamic

President, Dr. Remegita C. Olvida, the College strived for accreditation of its


curricular program and revitalization of its research and extension services until it

earned its status as an eerging State University.

The history of the College dates back to 1982 when Bukidnon State College

opened their extension in Tandag known as Bukidnon External Studies Center. In

1992, it became the Surigao del Sur Polytechnic College. The creation of the

College integrated the four DECS-supervised schools in the municipalities of

Cagwait, Tagbina, Lianga, and Tago. Six years later, in 1998, the College earned

the status of being a state college by virtue of Republic Act 8628. In 2000, the

Surigao del Sur Institute of Technology (SSIT) in Cantilan became the fifth satellite

campus of the College.

The University offers 68 Curricular Programs. Of these, 19 have already

attained Level III Phase II reaccreditation by the Accrediting Agency of Chartered

Colleges and Universities of the Philippines (AACCUP). Moreover, 16 programs

have already gained a Level II reaccredited status, 16 for Level I, while 7 have

reached the Candidate Status. The remaining 10 programs, being new offerings,

have not yet undergone accreditation.

Tandag Campus

SDSSU-Tandag is the campus for Advanced Studies, Engineering, Teacher

Education and Arts and Sciences. This campus is the seat of governance of the six

(6) Campuses of the SDSSU System by virtue of R.A. 7377 in 1992.

The Campus takes pride in its state-of-the-art facilities: Chemistry, Biology

and Physics Laboratories, Speech Laboratories, E-library, Internet and Computer

Laboratories, and Audio Visual Center. Its computerized enrollment system, modern

offices and other classrooms/laboratory ambiances bespeak a university.

Cantilan Campus

SDSSU-Cantilan is located along the Pacific coast, 3 km. from the inter-island

wharf in the town of Cantilan. It is situated 117 km. south of Surigao City, and 67 km.

north of Tandag.


The campus boasts of its buildings and facilities in Architectural Drafting,

Automotive and Mechanical Technology, Electrical and Electronics Technology,

Home Economics, Food Trades, Garments, and Computer/Information Technology

also the State-of-the-Art laboratories (Chemistry Lab, Biology Lab, Speech Lab and

AVR).

Lianga Campus

SDSSU-Lianga located in Lianga, Surigao del Sur is the Campus in SDSSU

System specialized in Fisheries and Marine Sciences. In September 2009, it is

identified by CHED as the National University of Fisheries in CARAGA Region under

the National Agriculture/Fisheries Education System (NAFES) project with a grant of

1M per year in 5 years.

This campus, which is 107 kilometers away from Butuan City and 89

kilometers going to Tandag, has a notable Research Culture especially in Coastal

Resource Management. It has experts in Corals, Seaweeds, Seagrass, Fin Fishes,

Holothurians and Mangroves. Its on-going externally funded researches in

seaweeds and mangroves and its fish farming activities (Bangus, Tilapia, Crab) are

now frequented with national figures coming from GO’s and NGO’s for RD & E

collaborations.

Tagbina Campus

SDSSU-Tagbina is located in the municipality of Tagbina District 2 of Surigao

del Sur. It has a total land area of 215,418 square meters of which 77.347 square

meters is utilized for demo farm which include the Bioreactor Technology Processing

Center, Pastureland and Coconut plantation.

SDSSU-Tagbina is the Campus for Agri-business and Commercial Sciences.

It aims to lead in providing Agri-business and commercial education that will develop

student’s entrepreneurial competence responsive to the needs of the agri-based

industries It has established notable linkages for research like DA-BAR, AFNR and

DOST-PCARRD.


San Miguel Campus

SDSSU-San Miguel Campus, where the College of Forestry and Agriculture

operates, is located at Barangay Carromata, SNAS, Municipality of San Miguel. It is

near the biggest irrigation dam in Mindanao, the Tago River Irrigation Project by only

2.5 kilometers. Viewed on its scenic plateau, the campus is overlooking the biggest

lowland rice bowl of Surigao del Sur. Its total school site of 779 hectares is divided

into 3 physical contour areas: 379 hectares-the lowland; 175 hectares-the upland

and 207 hectares-the forest reserves.

With the present trend of Agricultural development, this college will cater

needs of the Province for skilled Agro-forestry workers.

Cagwait Campus

SDSSU-Cagwait is located in the heart of Poblacion, Cagwait adjacent to the

southern part of Cagwait Central Elementary School, 500 meters from the National

Highway and 34 kilometers from the Provincial Capital of Tandag City.

The school considers itself as a producer of excellent graduates imbued with

technical/technological skills for national development. Its flagship program is

Bachelor of Science in Industrial Technology (BSIT) with the following majors:

Automotive Technology, Furniture and Cabinet Making, Civil Technology, Food

Trades, and Garment Trades.

Vision, Mission of the University

Vision

A leading “Glocal” University with widened academic perspectives that

focuses on attaining food security, supporting poverty alleviation, developing

renewable energy and conserving natural resources.


Mission

SDSSU shall provide competency-based higher education training driven by

relevant and responsive instruction, research, extension and sustainable resource

management.

Core Values

SDSSU CARES…

These core values are not descriptions of the work we do, nor the strategies

we emply to accomplish our University vision. They are the core values underlie our

works and interactions as we internalize responsibilities to fulfill our mission. They

are the basic elements of how we go about our work and how we deal with

stakeholders, mold students to become competent, innovative, globally competitive

and service-oriented.

Competence – a combination of observable and measurable knowledge, skills,

abilities, and personal attributes that contribute to enhance SDSSU Faculty,

employee and student performance and ultimately result in organizational success.

Accountability – Responsibility for own actions, decisions and commitment to

accomplish work in an ethical, efficient, cost-effective and transparent manner

manifesting the value of sound stewardship in the wise use of resources for common

good.

Responsiveness – A prompt action consistent communication, quality information

and a focus on providing a superior experience to stakeholders.

Excellence – The quality spectrum at exceptional levels demonstrated by learning

outcomes and the development of shared culture of quality consistent with the

vision, mission and goals of University.


Service – Dedication for a continuous improvement of services, stakeholder’s

relationships and partnership which stresses interdependence and collaboration for

a sustainable success of clients and their communities in helping build a just,

peaceful, stable and progressive Filipino.

The Library

In 2007 a Unified Library Manual adapted for the six campuses as their guide

in managing their libraries. Each Campus has its own library management operation

system based on this manual. The libraries of the six campuses started with few

collections. As years went by, the collection gradually increased. Donations of books

were received and the pioneering alumni also shared their books.

When Surigao Del Sur Polytechnic State College achieved its status as a

university through House Bill 4411 sponsored by the Representative of the 1st

District of Surigao del Sur, Honorable Congressman Philip A. Pichay and signed into

law as Republic Act 9998 on February 22, 2010, the Library fund as one of the

financial resources was increased and utilized for the procurement of library

materials, both print and non-print. In addition, the administration has also a budget

for the library. Likewise, physical facilities of the six campus libraries were upgraded.

However, with the advent of the technology the library services are now run

by computers particularly in the technical services through Online Public Access

Catalog (OPAC) which facilitates systematic and easy access of books in the

circulation service.

Recently, the management acquired a state – of art software that provides

access to all the abstracts of the theses and dissertation. ProQuest Central was

acquired through Commission on Higher Education (CHED). It is an in-depth

information and web – based multi - disciplinary foreign online database. This

database serves as the central resource for researchers at all levels covering more

than 160 subjects areas. It is also the largest aggregated database of periodical

content. It is an award – winning online reference resource which features a highly –


respected, diversified mix of content including scholarly journals, trade publications,

magazines, books, newspapers, reports and videos.

Moreover, the Library Management System maintains its reference service

through the access of information from varied digital sources (text and video/audio)

introduced by the Department of Science & Technology - Science and Technology

Information Institute (DOST-STII). The database called Science and Technology

Academic & Research – Based Openly Operated Kiosk Station (STARBOOKS). It is

the first science digital library which contains hundreds of thousands of digitized

science and technology resources in various formats and set in a user-friendly

interface.

Furthermore, the library explored and sustained strong linkages to add to the

limited funds, thus, foundations, private colleges, and universities, local government

units, and other government agencies have greatly contributed to the growth of the

collection in the library.


LIBRARY ORGANIZATIONAL STRUCTURE


ISO 9001: 2008-ALIGNED QMS

1.0 Quality Management Manual

The SDSSU Library Management establishes and maintains a Library Quality

Management with Procedure and Work Instruction Manual that describes the scope

of the quality management system of the University. The other frontline services of

the University are excluded because they are still on the process of finalizing their

Quality Management Manual. The Manual also contains the description of the

processes, their interactions and references of the documented procedures.

a. Quality Policy

The SDSSU library management establishes a quality policy that serves as its

own framework in establishing quality objectives. A review of performance is done

annually during its year-end/year-out activity integrated during the conduct of three-

day assessment, planning and recognition activities of the University. This is done in

order to review and to determine if it is still suitable and effective for the library

management. This is communicated to all stakeholders for everyone to understand

and for implementation. This policy is posted at some strategic areas in the

University premises.

b. Statement of Quality Management System (QMS)

Library Quality Management System applies to all libraries of the six

Campuses of the University: Tandag Main-Campus, Cantilan Campus, Tagbina

Campus, Lianga Campus, Cagwait Campus and San Miguel Campus. The

procedures in the utilization of the Library resources and availment of personnel

services are being spelled out in the manual of operations through process model/

map.


Operating Procedures Including Flow Charts of the Services

Library Instruction Flow Chart

Library instruction and orientation is done through the office of the Readers’

Services Librarian. All new students, transferees and returnees will be oriented with

the services, facilities, and the location of the collections. Moreover, students will

know the Bibliography Making or the Scientific Writing Instruction wherein student

research writers will be receptive and know the proper making of bibliography. This

service is done at the beginning of classes and during general orientation or through

the scheduled time of the librarian in collaboration with the Faculty with their English

1 classes.


Reference Service Flow chart

Students, faculty, and staff of SDSSU and the public users will submit their

inquiry to the reference librarian for him/her identify their needs. After identifying the

users’ needs an appropriate reference sources will be given to answer their

reference questions. All library users will be solicited by their feedback for future

acquisition of none available reference sources.


Technical Services Flow Chart: Selection and Acquisition

Technical services are the activities that a library undertakes to process

library materials loaned for the users. The technical librarian is responsible in

gathering / compiling the updated selection tools like price list and catalogs from the

different publishers. Afterwards, the selection tools and faculty library material

purchase requisition form will be distributed through the Deans for examination and

selection. If the library materials are not found in selection tools, the librarian will


gather the recommendation and check/ verify the request against the shelf list and

standing order file to avoid duplication of acquisition.

The technical librarian will provide the list of available library materials

requested by the faculty. Then compiling all titles requested by different colleges

which are not yet available in the library and making requisition letter for approval by

concerned authorities.

The librarian will make a purchase request of materials for approval. When

the books will be delivered it will be inspected by the authorized inspector before the

librarian will accept. If there is problem in the purchasing and acquiring of books, the

librarian will report to vendors those items that do not match the purchase order and

invoice for necessary replacements and notifying vendors when items do not arrive

for immediate action. However, when the purchased library materials have no

problem then technical processing will be done. It is now ready to use and it must be

disseminated to faculty, students and other users for utilization.


Processing of New Print/ Non-print Flow Chart

Receive new arrivals of print and non-print materials from the supply office.

The librarian will check and collate books from cover to cover if there are damages.

It will be sorted, as to nature, type of materials, then, listings of received books. The

librarian will send lists of acquisitions to the different colleges for them to inform and

update of the new library collections. The new library materials must have a stamp

book ownership to identify that it is the property of the library. Then, enter books in

the accession record and assign accession number. The librarian will start to

catalog/ classify books using Dewey Decimal Classification System and other

cataloging tools then label books with call number. Reinforce call numbers with

labeling tape. At the back portion of the print and non-print materials is pasted date


due slip, book pockets and book cards. Afterwards, the librarian will encode and

catalog books in the Follett Software in RDA format. Then it will be covered with

cellophane and encode/ produce complete set of cards. The librarian will check the

cards for clerical errors and group cards according to author, title, subject and shelf

list. If the print and non-print materials are technically processed, that’s the time that

it will be sent to the new arrival area.

Online Public Access Catalog (OPAC) Flow Chart

Online Public Access Catalog (OPAC) is a database composed of

bibliographic records describing the books and other materials. It is designed to help

users to find the information fast and easy. SDSSU Library holding in database is

ready for searching accessible via OPAC search terminal. It is concentrated near to

the librarian’s desk to make it easy for users to request the assistance of the library


staff or to the librarian. In search process, the SDSSU Online Public Access Catalog

(OPAC) is ready for searching. The user will browse the OPAC and select search

option if title, author, subject and keyword. If the library material is found, the user

will generate bibliographic information. The library user will copy the call number of

the book to easily locate the materials / information retrieval.

c. Justification of Exclusion

The other frontline services of the University are excluded because they are

still on the process of finalizing their Quality Management Manual. On the other

hand, the Library Manual was already approved by the Board of Regents (BOR)

with Resolution No. 91-A, s. 2012. However, updating is made hence, the need for

BOR Approval

d. Description of the Processes Covered by the QMS

The Quality Management System contains the description of the library

processes, their interactions and references of the documented procedures. This

QMS provides the general information and serves as guide to all students, faculty,

employees, and other stakeholders in delivering quality service.

The QMS is a document that contains the Policies of Library Management

System which enshrines procedures ensuring quality and excellent delivery of

services to its clienteles in the four-fold functions such as; Instruction, Research,

Extension, and Production.

e. Quality Objectives

The Library Objectives are formulated to achieve customer satisfaction and to

attain continuous improvement on the effectiveness of the quality management

system.

e.1 To organize, control, and maintain the collection in usable physical

condition for proper and maximum utilization and effective library service

delivery.


e.2 To provide bibliographic aids and assistance in identifying,

locating, and using information sources including those not available, but,

which are needed to support the instruction, research, and extension and

production activities of the university.

e.3 To provide facilities and equipment for the storage and use

of information resources.

e.4 To promote the use of the library and information resources.

e.5 To monitor, and evaluate library services and procedures to assure

effective and efficient utilization and funds available now and in the future.

f. List of Internal and Externally-Generated References

BOOKS Commission on Higher Education (2004) Rules and Regulations for SUCs. Manila:

ffffffCHED.

Dewey, M. (1996) Dewey Decimal Classification and Relative Index. New York:

jjjjjjjOCLC Online Computers Library Center., Inc.

Dhawan, K.S. (2011) Multi Media Library. New Delhi: Commonwealth aaaPublisher

ffffffjPVT. LTD.

Khati, R.(2010) Library Administration. New Delhi: A.P.H. Publishing

aaiCorporation.

Peralejo, E.R. (2011) The Challenges of Multimedia Literacy. (Handouts

aaaduring the PLAI National Congress “Libraries for Progress”). Baguio City,

aaaPhilippines.


Sarmiento, U. (2009) Education Law and the Private Schools: A practical

aaaguide for Educational Leaders and Policy Makers, rev. ed. Manila :

aaaUlpiano “ Ulan” P. Sarmiento III.

R.A. No. 9998. An act of Converting the Surigao Del Sur Polytechnic State

College (SSPSC) in the Province of Surigao del Sur into a State University

known as Surigao Del Sur State University and Appropriating Funds Therefore”.

University Code. 2012 Edition.

Tutor, V. (2010). SKSU Library Handbook.Tacurong City: Sultan Kudarat State

hhhUniversity.

University of San Carlos (2011) USC Library Guide for Faculty. Cebu City:

aaaUSC.

ONLINE REFERENCES

http://search.proquest.com

https://www.odlis.com

g. Mechanisms for Determining Customer Satisfaction and Feedback

Survey

Customer satisfaction is one of the primary concerns of the library

management hence, mechanisms for periodic assessment are established to

determine the level of customer satisfaction.

Furthermore, feedback mechanisms are stipulated in the Library Management

System as cascaded from the University Citizen’s Charter. Valid Feedbacks

gathered are considered in production and service provision.

http://search.proquest.com/

http://search.proquest.com/

https://www.odlis.com/


The efficient and effective implementation of these products and services are

manifested in the quality performance of students/graduates in various curricular

programs of the University.


2. Procedures and Work Instruction Manual (PAWIM)

a.) Operating Procedures of the Library Management System

LIBRARY WORK FLOW

Subject: Reports to the Office of the Vice President for Academic Affairs. Responsibility Activity Output

1. Director For Libraries Library

Reports

2. Library Office

3. Library Advisory

Committee

4. VPAA Accomplishment

Report Report

Available

Consolidates & Compiles Library Reports & Presents the Library Reports to the Library Advisory Committee Reports

Reviews and submits the Library Reports to the VP Academic Affairs

Consolidates report for presentation to BOR

Collects and Retrieves Library Accomplishments by Campus

Quarterly Reports

Monthly Reports Reports




LIBRARY WORK FLOW

Subject: Acts as Secretary of the Library Advisory Committee.

Responsibility Activity Output

1. Directors for Libraries Agenda

2. Library Advisory Minutes of

Committee the Meeting

3. Director for Libraries Enhanced Approved Proposal

Prepares the Agenda of the Meeting

Documents issues and concerns for policy formulation

Deliberates the issues and concerns of the Library and drafts proposal




LIBRARY WORK FLOW

Subject: Participates actively in the Academic and Administrative Affairs of the institution in system wide activities.


1. Directors for Libraries Proposals

2. Campus Librarians Proposals

3. ACO-ADCO Enhanced Proposals for BOR action

Meets the librarians and discusses library issues and concerns for proposal and policy recommendation

Deliberates Library Proposals and solicits recommendation for BOR Approval

Prepares Proposals for ACO-ADCO recommendation for the approval of the Board of Regents




LIBRARY WORK FLOW

Subject: Determines the needs and requirements of the Library in coordination with the Campus Librarians to meet the academic expectations of the students and faculty members.


1. Directors for Libraries Minutes of the

Meeting

2. Campus Librarians Acquisition Plan

3. Library Advisory Committee

4. Director for Libraries List of needed learning resources

Conducts meetings of the librarians to determine the needs based on the curricular offerings of the University

Determines the needs and requirement of the library system-wide to match the curricular, students and faculty needs

Deliberates the issues and needs of the library for plan of action

Prepares plan for the acquisition of the library resources based on curricular requirement




LIBRARY WORK FLOW

Subject: Provides recommendations to the President through the VP-Academic Affairs in hiring, promotion, and dismissal of Library personnel.


1. Directors for Libraries Staff Development Plan

2. Human Resource List of the desired Management Office personnel of the library

3. Library Committee/ Proposed List

Chair VPAA of library personnel for hiring, promotion and dismissal

Identifies the needs and problems of the Library Staff

Recommends in the hiring, promotion and dismissal of Library Personnel to President through the VPAA

Coordinates the HRMO as to Library Staff Development Plan




LIBRARY WORK FLOW

Subject: Coordinates in the Planning and Implementation of the approved development programs and policies for the Library System in accordance with the established goals and objectives of the four thrusts of the university.


1. Directors for Libraries Strategies in the Implementation of

the Library Development Program

2. Campus Librarians Memorandum

3. Director for Libraries Action Plan

Conducts meeting with the Campus Librarians in facilitating the implementation of the Library Development Program

Coordinates in the planning & implementation of policy for the development of the Library of the University

Issues memorandum for the implementation of the Library Development Program




LIBRARY WORK FLOW

Subject: Plans and studies the publishing and the book trade industry in order to know where and when to buy print, non-print materials, and other electronic resources.


1. Directors for Libraries List of library materials available

2. Campus Librarians Provisions in RA 9184

3. Technical Librarian Purchase Request

4. Director for Libraries List of library resources for acquisition

Submits a List of print, non-print and other electronic resources for acquisition

Conducts the Canvass to publishing companies for the availability and procurement of print, non-print and other electronic resources

Facilitates the legal processes of Procurement of the Library materials particularly print, non-print and other electronic resources

Facilitates the observance in the implementation of RA 9184 known as the Procurement Law




LIBRARY WORK FLOW

Subject: Prepares an Annual Library Budget of the main campus and monitors the budget utilization of the five Campus Libraries.


1. Director for Libraries Memorandum

2. Section Librarian

of the main campus

3. Library Advisory

Committee

4. Executive Committee

5. ACO/ADCO

Proposed Budget

Copy of Proposed Budget

Copy of Revised Proposed Budget

6. Budget Officer

7. Campus Librarians

Conducts meeting with the main Campus Librarians

Requires section librarians to prepare proposed budget based on enrollment and library fee as provided in the PPMP

Incorporate suggestion of the LAC

Delivers to the Executive Committee

Receives copy of the Approved Budget from the Budget Officer

Monitors budget utilization of the Campus Libraries.

Proposed Budget for Libraries in the Main Campus and satellite Campuses

Presents the Proposed Budget to the LAC for comments and recommending approval to the Board of Regents (BOR)

Presents to the Academic and Administrative Committee meeting for comments and recommendation approval by the Board of Regents (BOR)

8. Director for Libraries

Copy of Budget Utilization

Annual Library Budget




LIBRARY WORK FLOW

Subject: Conducts Periodic Meetings with the Campus Librarians. Responsibility Activity Output

1. Directors for Libraries Travel Order

2. Campus Librarians Memorandum

3. Director for Libraries Minutes of

the Meeting

4. Librarian Agenda

Presides the conduct of regular meetings with Campus Librarian

Seeks Approval from the University President to conduct System Wide Meeting

Conducts proper meeting once in every quarter

Issues memorandum to all Campus Librarians




LIBRARY WORK FLOW

Subject: Establishes Linkages, networking with other institutions, funding agencies and other libraries for purposes of enhancing library facilities and resource of the university library system.


1. Directors for Libraries

2. Partners

3. Library Advisory Committee

4. Librarian Presents MOA to

Hold capability building for linkaging and networking

Formulates a MOA

Identifies point of partnership for designing program/ project

Facilitates MOA signing for linkaging and networking

Library Advisory Committee

Management Council Committee

Academic Administration Council

Board of Regents Approval




LIBRARY WORK FLOW

Subject: Supervises, monitors and evaluates the total library management operation system of the six campuses in terms of resources and services


1. Director for Libraries Assessment tool

2. Director for Libraries Proper implementation of systems in the library

3. Director for Libraries Wise utilization of

and Librarians resources and effective delivery of

library services

4. Director of Libraries Report of observation and monitoring well managed library

Prepares assessment tools for monitoring

Monitors the resources & services in the Libraries

Conducts visit to library Campus Libraries

Supervises, monitor and evaluates the total library management operation system




LIBRARY WORK FLOW

READERS SERVICES LIBRARIAN

(Reference, Circulation, Periodical, Filipiniana, and General Reference)

Subject: Establishes Policies on Reference, Circulation, Filipiniana and General Reference Services in coordination with the Director for Library.


1. Readers Services Librarian

2. Head Librarian/DOL

3. Library Committee

4. Library Staff Policies

Establishes Policies

Recommends and presents policies to the LAC in coordination with DOL

Coordinates with the DOL

Supervises, monitor and evaluates the total library management operation system




LIBRARY WORK FLOW

Subject: Conducts Library General Orientation and Library Instruction. Responsibility Activity Output

1. Reference Librarian Library Instruction Program

2. Guidance Councilor

3. Faculty

4. Librarian Actual Students

Orientation

Conducts Proper General Orientation and Instruction

Distributes Library Manual

Coordinates with the Guidance as to Schedule

Coordinates with the English Faculty for Schedule of Time

Library Instruction

General Orientation




LIBRARY WORK FLOW

Subject: Determines book collection needs of the clients.


1. Reference/Filipiniana Reference Questions Librarian

2. Students/Faculty Searched Topics Users

Asks library users for the topics they need and conducts search interview

Consults the OPAC for Book Title needs




Asks library users for the topics they need and conducts search interview

Consults the OPAC for Book Title needs

LIBRARY WORK FLOW

Subject: Assists students and other users for their research needs. Responsibility Activity Output

1. Reference/Filipiniana Reference Questions Librarian

2. Students/Faculty Searched Topics Users




v

Instructs the LSA for shelf- reading and browsing

Shelf reads books

LIBRARY WORK FLOW

Subject: Conducts regular browsing maintenance works. Responsibility Activity Output

1. Reference/Filipiniana/ Proper flow of Circulation Librarian communication

2. Library Student Assistant Books ready for utilization




LIBRARY WORK FLOW

Subject: Prepares monthly reports of the section including financial statements.


1. Readers Services Librarian

Library Users’ Data

Report on Fines and Penalties

Users’ Statistics

Makes monthly reports or statistical Data and Financial Reports for Students fines

Consolidates data for Books Borrowed/used with Overdue Books




LIBRARY WORK FLOW

Subject: Keeps Records of all Library Furniture, Fixtures, and Equipment etc.


1. Readers Services/ Inventory Reference Librarian of the library facilities

2. LSA/ Library Staff

Inventory of library

facilities and books

Conducts inventory for Furniture, & Fixtures and

other Equipment

Browses , shelf reads, counts books




LIBRARY WORK FLOW

Subject: Charges/ Issues Loaned-out books to Library clients.


1. Circulation/Filipinia/

Reference Librarian

2. Faculty/Students

3. Librarian

Asks clients on what Title or Topic they need

Reference Questions Slip

Consults the OPAC for the Title and location of the

books needed

Issues books to teachers and students Loaned out Books




LIBRARY WORK FLOW

Subject: Manages the Circulation on-line functions offered by the Integrated Library System including Barcoding and E-inventory.


1. Circulation Librarian Library Reports 2. Librarian

3. Students/Users

Processed Books

Manages the check-in check-out of the books and also edits the metadata from the OPAC

Encodes newly acquired books into the system

Books ready to be searched at the OPAC




LIBRARY WORK FLOW

Subject: Sorts and classifies Periodicals.


1. Periodical Librarian Periodical Index 2. Internal Control

3. Periodical Librarian

4. Library Users

Processed Periodicals made available for the users

Receives and records the newly acquired periodicals

Presents to the Internal Control for checking

Stamps for ownership, sorts and classifies

Utilizes the sorted and classified periodicals




YES NO

LIBRARY WORK FLOW

TECHNICAL LIBRARIAN

Subject: Recommends to the head librarian the implementation of selection and acquisition policy.


1. Technical/Acquisition list of books and Librarian references

2. Deans/Program

Chairs/Faculty 3. Head Librarian/DOL

4. BAC Procurement of Books

5. Supply Office Issued books and

References

Identifies list of books and references needed

Coordinates with the Deans Program Chairs/Faculty

Prepares Proposal and Submits for Approval

Accepts Purchase Request

Issues books and references

Approved




YES NO

LIBRARY WORK FLOW

Subject: Establishes policies on cataloguing, classification, and preservation of books and other materials in coordination with the head librarian.


1. Technical/Classifier/ list of books and Cataloguer Librarian references


proposal 3. Library Committee final proposal

4. BOR

5. Head Librarian/DOL Implementation of

the Policy on processing

Recommends to the Head Librarian policies on processing

Prepares Proposal and Submits for Approval

Accepts and approves the policy on processing

Issues books and references

Approved

Submits proposals for consultation to the Library committee




LIBRARY WORK FLOW

Subject: Plans, organizes and coordinates with the local and national book suppliers for acquisition processes in consultation with the head librarian.


1. Technical/Acquisition Librarian

2. Deans/faculty drafted acquisition

process 3. Head Librarian/DOL

Requests for approval of consultation with Deans/Faculty

Conducts consultation on acquisition process on books needed

Confirms the process

Confirms the process

Confirms list of suppliers

Approved communication to the suppliers




LIBRARY WORK FLOW

Subject: Maintain records and statistics of processed books and other materials


1. Technical Librarian Card Catalogue/OPAC

2. Library Staff


Enters processed books and materials to the accession record book

Stamps, makes bibliographic entries and classifies books

Confirms list of new processed books and other materials




Coordinates with the assistant

technical librarian for the

preparation of cards

Prepares and processes the

author, title and subject cards

and places the same in the

catalogue cabinet

Encodes book data to the

computer system (OPAC)

LIBRARY WORK FLOW

Subject: Maintains records and statistics of processed books and other materials.


1. Technical/Classifier Systematic line of Cataloger Librarian communication

2. Assistant Technical Card catalogue Librarian

3. Automation Staff OPAC




Conducts and follow-up

processed books and other

materials

Submits output on processed

books and other materials

Submits encoded book data to

the computer system (OPAC)

LIBRARY WORK FLOW

Subject: Monitors and evaluates overall program for technical services.


1. Technical Librarian distributed evaluation

form

2. Assistant Technical submitted evaluation

Librarian form 3. Automation Staff submitted evaluation

form




Coordinates with the Circulation

Librarian

Lists and submits books and other

information sources

Accepts list of books holdings

LIBRARY WORK FLOW

Subject: Coordinates with the Circulation Librarian on the inventory of book holdings and other information sources.


1. Technical Librarian Systematic line of communication

2. Circulation Librarian and LSA

3. Head Librarian/DOL Inventory of Books




LIBRARY WORK FLOW

Subject: Sorts and classifies periodicals.


1. Periodical Librarian 2. Internal Control

3. Periodical Librarian

Receives and records the newly acquired periodicals

Presents to the internal control for checking

Checks the newly acquired periodicals

Stamps for ownership

Indexes articles in pamphlets, magazines & journals Clips and mounts vertical files

and assigns subject headings Controls the circulation

services of all resources of the section

Binds periodical collection

Index Cards Clippings Bound Journals




Conducts student/teacher orientation on utilization of E- Resources and Multi-Media facilities

Distributes library user’s guide to faculty, students and other stakeholders

Posts reminders and instructions on conspicuous places inside the library

Acts on cases pertaining to violations on the library rules and regulations

LIBRARY WORK FLOW

Subject: Enforces rules and regulations and maintains disciplines in the section.


1. E-Resources/ Well-informed Multi-Media Librarian users

2. Head Librarian/DOL Enforced

library rules




Accesses and downloads book

titles from the web and e-journals

Processes downloaded e-books

and e-journals according to DDCS

adopting RDA application

Organizes the multi-media

resources

LIBRARY WORK FLOW

Subject: Downloads e-books and e-journals; processes multi-media collection by cataloguing and classifying based on DDCS.


1. E-Resources/ Downloaded e-books Multi-Media Librarian and e-journals

2. Classifier/Cataloger Cataloged e-books

Librarian Indexed e-journals

Cataloged multimedia resources




LIBRARY WORK FLOW

Subject: Handles the online databases and addresses user’s multimedia needs.


1. E-Resources/ Download Multi-Media Librarian Databases

Listing of Databases

2. Head Librarian/ DOL User’s Statistics

3. E-Resources/ Multimedia Librarian

Well informed users

Accesses and downloads online databases and addresses user’s multimedia needs.

Submits to the Head Librarian/DOL the listing of accessed databases

Coordinates with the faculty/deans in terms of the utilization of the online resources

Conducts orientation, and listing/inventory of E-Users

Handles users’ multi-media needs; Monitors the utilization of the online databases




LIBRARY WORK FLOW

Subject: Encodes bibliographic entries, ready references subjects, and e-library

patron information data for cataloguing, programs offered, and circulation of online services.


1. Encoder

2. Reader Service/ Technical/ E-Resource/ Periodical Librarians

Encodes newly acquired books,

indexed cards of periodical

articles, abstracts of all thesis

and dissertations, statistical

reports, library cards of

students/faculty/stakeholders.

Receives encoded data

Listing of newly acquired books and periodicals Library Cards

Comprehensive listing of Library information




Reproduces selected pages of

books, periodicals and other

documents as requested.

Maintains machine.

Receives payments and remit to

Cashier office

Recommends binding materials for

procurement

Prepares materials and equipment

for binding.

Receives report on activities

conducted/payments received.

LIBRARY WORK FLOW

Subject: Implements library policies on photocopying and binding.


1. Photocopier/ binder

2. Head Librarian/ DOL

Photocopying as income generation for the library Bound library materials

File Information




LIBRARY WORK INSTRUCTION

COLLEGE LIBRARIAN III (Director for Libraries)

Duties and Responsibilities Activities

Interprets University Vision, Mission,

Goals and Objectives through varied

activities with educational programs

in coordination with the Campus

Librarians.

1. Conducts information and education

Campaign.

Determines the needs and

requirements of the library in

coordination with the campus to

meet the academic expectations of

the students and faculty members.

1. Checks the curricular offerings of the

University.

2. Coordinates with the Campus Librarians

as to needs and requirements of the

library to satisfy the minimum CHED

Library standards and accrediting agency.

3. Presents the identified needs and

requirements to the Library Advisory

Committee for action.

4. Comply Standards through Library

Development Plan to meet the academic

expectations of the students and faculty

members.

5. Implements the Action Plan through

section librarians.

Coordinates the planning and

implementation of the approved

development programs and policies

for the library system in accordance

1. Facilitates the implementation of the

Approved Library Development

Programs embodied in the MTDP as to

Human Resource Development Plan,




with the established goals and

objectives of the four thrusts of the

university.

Collection Resources Development Plan,

Physical Facilities Development Plan,

Linkages and Library Automation Plan.

2. Conducts meeting with the campus

librarians in facilitating the

implementation of the Library

Development Programs.

3. Issues memorandum to the Librarians

through Campus Librarians in the full

implementation of the Programs.

Establishes linkages, networking with

other institutions, funding agencies

and other libraries for purposes of

enhancing library facilities and other

resources of the university library

systems.`

1. Convene the library heads and

personnel for planning for linkaging,

networking, and resource generation.

2. Prepare and finalize the reviewed

development proposals for presentation

and deliberation at the Academic and

Administrative Councils.

3. Finalize the proposals based from inputs

and suggestions of the Academic and

Administrative councils.

4. Implement the approved proposals by

BOR into the different key areas for the

development of the Libraries

Directs, supervises, monitors, and

evaluates the total Library

Management Operation System of

the six campuses in terms of

1. Sets directions to all libraries of six

campuses.

2. Supervises the operation of Library

System and Management.





management of resources and

services.

3. Monitors the resources & services in the

campus libraries

4. Conducts research on the management

operations and services of libraries in six

campuses.

Performs all other functions as may

be assigned by his/her direct higher

superior.

1. Analyze the findings, conclusions and

recommendations of research as baseline

data for project improvement.

2. Source out funds, books from other

institutions.

3. Serves as Institutional Assessment Body

member during Accreditation.

4. Attends training & seminar for librarians.

5. Report to the President for some updates.

COLLEGE LIBRARIAN III (Campus Librarians)


1. Facilitates the management

planning, administrative and

budgetary functions of library and

information services.

a. Coordinates the library with

educational program in the

establishment and implementation

of library and information policies

1. Conducts environmental scanning as

basis for planning and budget

preparation.




and procedures.

b. Prepares and manages Annual

Library Budget and justify its use

as to utilization of resources and

services.

1. Submits Annual Budget of the Library for

integration in the University Annual

Budget.

c. Determines and manages the

standard requirements as to

physical set-up, and facilities of

the library.

1. Monitors Library resources to maintain the

Library Standard.

d. Coordinates with accounting office

in relation to expenditure of funds

as to manage cost-effective library

and information services,

technology and multi-media

resources.

1. Evaluates the present library financial

status.

2. Conducts orientation of financial

management of library.

3. Makes plan & targets for cost effective

library, information services, technology &

multimedia.

4. Implements the projects on cost effective

library, information services, technology &

multimedia based on the approved plan.

5. Monitors & evaluate the implemented

projects for proper accounting with the

presence of Accounting Office.

e. Plans and study the publishing

and the trade in order to know

where and when to buy print and

non-print materials, technology

and other electronic resources in

1. Evaluates the availability of print and non-

print materials technology and other

electronic resources.

2. Conducts planning workshop in the

purchase of print and non-print materials,




accordance with the Procurement

Law provided in R.A. 9184

technology and other electronic

resources.

3. Makes Procurement Project Management

Plan based on the plan.

4. Formulates project proposals for the

purchase of print & non-print materials,

technology & other electronic resources.

5. Makes a purchase request based on the

budgetary requirements.

6. Submits Project proposals and purchase

request for canvass.

f. Identify and evaluates library

services

1. Specify the CHED CMO Order as

baseline for Library requirements.

2. Analyze the existing library operations

with the CHED CMO Order.

3. Assess the present library operation

based on the CHED CMO Order.

4. Conducts a research on the effectiveness

of library services.





COLLEGE LIBRARIAN I (Readers Services - Reference, Circulation, Periodical

and Filipiniana.)


1. Establishes Policies on

Reference, Circulation, Filipiniana

and General Reference Services

in coordination with the Director

for Library.

1. Establishes Policies.

2. Coordinates with the DOL

3. Recommends and presents policies

to the LAC in coordination with DOL.

4. Implements the Policies.

2. Conducts Library General

Orientation and Library

Instruction.

1. General Orientation/Library

Instruction.

2. Coordinates with the Guidance as to

Schedule/ Coordinates with the

English Faculty for Schedule of Time.

3. Conducts Proper General Orientation

and Instruction.

4. Distributes Library Manual

3. Determines book collection

needs of the clients.

1. Analysis of Curricular Offerings.

2. Coordinates Faculty for their Book

needs and Let them check Titles

which they need.

3. Requests the desired books to be

acquired for Instruction.

4. Does the Actual Ordering of Books.

4. Assists students and other users

for their research needs.

1. Asks library users for the topics they

need and conducts search interview.




2. Consults the OPAC for Book Title

needs.

5. Conducts regular browsing

maintenance works.

1. Instructs the LSA for shelf-reading

and browsing.

2. Shelf reads books.

6. Prepares monthly reports of the

section including financial

statements.

1. Consolidates data for Books

Borrowed/used with Overdue Books.

2. Makes monthly reports or statistical

Data and Financial Reports for

Students fines.

7. Keeps Records of all Library

Furniture, Fixtures, and

Equipment etc.

1. Conducts inventory for Furniture, &

Fixtures and other Equipment.

2. Browses, shelf reads, counts books.

8. Charges/ Issues Loaned-out

books to Library clients.

1. Asks clients on what Title or Topic

they need.

2. Consults the OPAC for the Title and

location of the books needed.

3. Issues books to teachers and

students.

9. Manages the Circulation on-line

functions offered by the

Integrated Library System

including barcoding and e-

inventory.

1. Manages the check-in check-out of

the books and also edits the

metadata from the OPAC.

2. Encodes newly acquired books into

the system.

3. Books ready to be searched at the

OPAC.




10. Sorts and classifies Periodicals. 1. Receives and records the newly

acquired periodicals.

2. Presents to the Internal Control for

checking.

3. Stamps for ownership, sorts and

classifies.

4. Utilizes the sorted and classified

periodicals.

11. Sorts and classifies periodicals. 1. Receives and records the newly

acquired periodicals.

2. Presents to the internal control for

checking.

3. Checks the newly acquired

periodicals.

4. Indexes articles in pamphlets,

magazines & journals.

5. Clips and mounts vertical files and

assigns subject headings.

6. Controls the circulation services of all

resources of the section.

7. Binds periodical collection.





SCHOOL LIBRARIAN I (Acquisition and Classifier/Cataloger)


1. Recommends to the head

librarian the implementation of

selection and acquisition policy.

1. Identifies list of books and references

needed.

2. Coordinates with the Deans, Program

Chairs/Faculty.

3. Prepares Proposal and Submits for

Approval.

4. Accepts Purchase Request.

5. Issues books and references.

2. Establishes policies on

cataloguing, classification, and

preservation of books and other

materials in coordination with the

head librarian.

1. Recommends to the head librarian

policies on processing.

2. Submits proposal for consultation to

the library committee.

3. Finalizes the policy and submit for

approval.

4. Accepts and approves the policy on

processing.

5. Implements the policy on processing.

3. Plans, organizes and coordinates

with the local and national book

suppliers for acquisition

processes in consultation with the

head librarian.

1. Requests for approval of consultation

with Deans/Faculty.

2. Conducts consultation on acquisition

process on books needed.

3. Confirms the process.

4. Confirms for books listing.




5. Confirms list of suppliers.

4. Maintains records and statistics

of processed books and other

materials.

1. Enters processed books and

materials to the accession record

book.

2. Stamps, makes bibliographic entries

and classifies books.

3. Confirms list of new processed books

and other materials.

5. Keeps and files the shelflist and

computer system by author, title,

subject and other card.

1. Coordinates with the assistant

technical librarian for the preparation

of cards.

2. Prepares and processes the author,

title and subject cards and places the

same in the catalogue cabinet.

3. Encodes book data to the computer

system (OPAC)

6. Monitors and evaluates overall

program for technical services.

1. Conducts and follow-up processed

books and other materials.

2. Submits output on processed books

and other materials.

3. Submits encoded book data to the

computer system (OPAC).

7. Coordinates with the Circulation

Librarian on the inventory of book

holdings and other information

sources.

1. Coordinates with the Circulation

Librarian.

2. Lists and submits books and other

information sources.

3. Accepts list of books holdings.





E-RESOURCES/MULTI-MEDIA LIBRARIAN


1. Enforces rules and regulations

and maintains disciplines in the

section.

1. Conducts student/teacher orientation

on utilization of E-Resources and

Multi-Media facilities.

2. Distributes library user’s guide to

faculty, students and other

stakeholders.

3. Posts reminders and instructions on

conspicuous places inside the library.

4. Acts on cases pertaining to violations

on the library rules and regulations.

2. Downloads e-books and e-

journals; processes multi-media

collection by cataloguing and

classifying based on DDCS.

1. Accesses and downloads book titles

from the web and e-journals.

2. Processes downloaded e-books and

e-journals according to DDCS

adopting RDA application.

3. Organizes the multi-media resources.

3. Handles the online databases

and addresses user’s multimedia

needs.

1. Accesses and downloads online

databases and addresses user’s

multimedia needs.

2. Submits to the Head Librarian/DOL

the listing of accessed databases.

3. Coordinates with the faculty/deans in





terms of the utilization of the on-line

resources.

4. Conducts orientation, and

listing/inventory of E-Users.

5. Handles users’ multi-media needs;

Monitors the utilization of the online

databases.

ENCODER


1. Encodes bibliographic entries,

ready references subjects, and e-

library patron information data for

cataloguing, programs offered,

and circulation of online services.

1 Encodes newly acquired books,

indexed cards of periodical articles,

abstracts of all thesis and dissertations,

statistical reports, library cards of

students/faculty/stakeholders.

2 Receives encoded data.





PHOTOCOPIER/BINDER


1. Implements library policies on

photocopying and binding.

1. Reproduces selected pages of books,

periodicals and other documents as

requested.

2. Maintains machine.

3. Receives payments and remit to

Cashier office.

4. Recommends binding materials for

procurement.

5. Prepares materials and equipment for

binding.

6. Receives report on activities

conducted/payments received.




b.) ISO 9001:2008 Mandatory Documented Procedures Including Forms and

Templates.

i. Control of Documents

The SDSSU Library Management System provides necessary procedures

to ensure proper control of documents. The control of documents with respect to

approval, issuance, review, updating and re-approving of revisions as well as

current revision status are defined. Besides, through its control mechanism, the

responsible officers of the different units such as technical section, readers

services section and electronic resources section, extend control in terms of the

availability of documents, legibility, identification and control of external and

obsolete documents.

Receiving, releasing and filing of documents also follow a protocol.

Documents received from clienteles are recorded, filed and disseminated to

concerned offices/units. Official/confidential documents however, are only

released when there is an approved written or formal request by a client based

on the procedure stipulated in the Citizen’s Charter which is strictly observed in

the University.

Transparency of records is also practised in the Library Management

System. Stakeholders like personnel and students have ready access of the

records when needed. Transactions are likewise transparent to the concerned

public.




ii. Control of Records

The control of records is managed and supervised by the Technical

Section Personnel of the Library. These documents are filed and kept at the

Record Section for specific purposes.

Control mechanism is also stipulated in the Library Management Manual.

A records in-charge receives the incoming communication and keeps them in file.

Outgoing records are also controlled and recorded before they are released to

respective clienteles and other stakeholders.

iii. Internal Quality Audit

The library specifically has its Library Board/Committee. The Board is

composed of Vice-President for Academic Affairs as Chairman, Deans,

Accountant, Budget Officer, Chief Administrative Officer, Faculty Representative,

Student Representative as Members, and Librarian as Secretary who serve as

the Internal Quality Audit Team to address the needs, development and

challenges of the library.

iv. Control of Non-Conforming Products/Services

Faculty members as end users participated in the selection and

procurement of books to ensure that the books acquired are the books used by

the students during the conduct of classes and in conformity of the references

stipulated in the course syllabus.

The SDSSU Library Management has its mechanism to conduct inventory

of books, manuals, magazines and other reading materials through its computer

software. The Librarian determines the books to be discarded for reason of

recency and multiple copies specially those donated books from domestic and




international donors. The list of discarded books is forwarded to the University

Library Board for final decision before these books will be treated as Archival

Collection.

v. Corrective Action

SDSSU Library Management System shall continually assess, review,

update, implement and sustain a well-documented Quality Management System

based on approved mechanisms necessary for corrective actions.

These mechanisms are implemented by the different units for those who

committed violations / infractions to the approved Library rules, regulations and

other procedures.

Corrective actions/sanctions are based on the policies and procedures

stipulated in the Library Manual.

vi. Preventive Action

The above mechanisms are implemented in order to prevent unnecessary

occurrence that will cause losses/ damages to University Library, such as:

provision of baggage area for security purposes; installation of Closed-Circuit

Television (CCTV) at the Library; conduct of general orientation library utilization;

provision of Integrated Library System; strict imposition of library policies; rules

and regulations; application of pest control for termites and other insects

disastrous to the library; installation of anti-virus system in the library software to

safeguard the electronic copies from possible virus damage and employment of

exit control officer for possible looting in the library.




APPENDIX A BOOK POCKET/BOOK CARD AND DATE DUE SLIP FORM

Book Pocket Form

Date Due Slip Book Card Form no.3 Form no.2

Form no.1




APPENDIX B BOOK RESERVATION SLIP AND FACULTY BORROWING FORM

Book Reservation Slip Form no.4

Faculty Borrowing Form Form no.5




APPENDIX C JOURNAL AND NEWSPAPERS RECORD FORM

Journal Record Form Form no.6

Newspapers Record Form Form no.7




APPENDIX D MAGAZINE RECORD FORM

Magazine Record Form Form no.8




APPENDIX E

ACCESSION BOOK AND DONATION ACCEPTANCE FORM

Accession Book Form Form no.9

Donation Acceptance Form Form no.10




APPENDIX F REFERENCE QUESTIONS FORM

Reference Questions Form Form no.11




APPENDIX G ACKNOWLEDGE RECEIPT AND MULTIMEDIA BORROWERS FORM

Acknowledge Receipt Form Form no.12

Multimedia Borrower’s Form Form no.13




APPENDIX H BORROWERS LOGBOOK AND VALIDATED LIBRARY CARD FORM

Borrowers Logbook Form Form no.14

Validated Library Card Form Form no.15




APPENDIX I LIBRARY USER’S LOGBOOK AND STATISTICAL RECORD FORM

Library Users Logbook Form Form no.16

Form no.17 Statistical Record Form




APPENDIX J ENROLLEES LOGBOOK AND STATISTICAL RECORD FORM

Enrollees Logbook Form Form no.18

Online Access User’s Statistics Form no.19




APPENDIX K

ONLINE PULIC ACCESS CATALOG (OPAC) AND INTER-LIBRARY LOAN PERMIT

Form no.20

Inter-Library Loan Permit

Form no.21




APPENDIX L

Inventory Books Form

Form no. 22 Internal Quality Audit Form

INTERNAL QUALITY AUDIT & INVENTORY BOOKS FORM

Form no.23




APPENDIX M

LIBRARY INVENTORY FORM

Form no.24

Inventory of Books per Discipline Form Form no.25

Inventory Form




APPENDIX N

Student with Library Card Form Form no.25

Photocopying Services Logbook Form Form no.26




APPENDIX O

Form no.27

Student Clearance Logbook Form Form no.28

Faculty Clearance Logbook Form

CLEARANCE LOGBOOK FORM




APPENDIX P

Theses & Dissertations Logbook Form Form no.29

Reference Service Consultation Form

Form no.30




APPENDIX Q

Student’s Library Clearance Form on Credentials Request Form

Form no.31




APPENDIX Q

Visitor’s Logbook Form Form no.32




EFFECTIVITY

This Library Quality Management System (QMS) with Procedures and Work

Instruction Manual (PAWIM) takes effect upon approval by the Board of Regents

(BOR).

Prepared by: FOR THE COMMITTEE:

REBECCA S. SANCHEZ, Ed.D. Quality Assurance Director

Noted:

GERRY B. ESTRADA, Ph.D. Quality Management Representative

Date: ________________ Recommended by: BACELEDES R. ESTAL, PhD

SUC President II

Date post:	19-Oct-2021
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