COLLEGE OF SAINT AMATIEL – LIBRARY DEPARTMENT

Foreword

This manual provides information about the operations of the library, its
policies, rules, and regulations implemented by the College of Saint Amatiel Library
Department. It is developed, maintained, and revised by the CSA Library Department
as a guide for the students, faculty, staff and the administration of College of Saint
Amatiel.

The library utilizes the Library of Congress Classification (LC) scheme in

organizing its library collection. They are managed and encoded in the library system
to provide easy access to information.

Library policies are approved by the Board of Trustees, the chairman of the
library committee, and teachers. Wherever possible, dates of adoption and sources
have been included.

As the need arises, it is the responsibility of the Chief Librarian to maintain,

update, and revise this library manual for the approval of the Vice-President for
Academic Affairs.

This ready reference guide aims to enhance the effective use of available library
services, resources, and facilities.

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College of Saint Amatiel

College of Saint Amatiel is a private educational institution whose thrust

primarily is the pursuit of knowledge through academic excellence and the upholding
of the dignity of man. It bolsters the promotion of the Philippine culture and
commitment to nation building. It develops in its clientele good moral character,
professional competence and rational thinking.

It is a democratic institution. It encourages its teaching staff to exercise

professional competence, freedom of inquiry, discourse, teaching, research and
publication subject to established rules and regulations of the college.

PHILOSOPHY
Education is nurturing human minds with intellect to be able to build a
righteous society of mutually responsible and capacitated individuals.

VISION
An academic system quality higher education of relevant technical and
vocational knowledge, skills and values, industry sensitive and community service
driven programs responding to the needs of the country and the global community
as well.

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MISSION
To promote equitable access to technical-vocational education as its share in
the formation of a more progressive resilient and humans society of capacitated
citizens in the country.

GOALS
1. To attain quality instruction and high level of teaching competency among the
faculty.
2. To provide a priority program that is relevant to community development and
concern for the environment for vocationally and technically skilled individuals.
3. To strengthen linkages between the college and industry partners and
professional organizations.
4. To determine the opportunities provided by the college to develop student’s
full potentials technical and vocational skills and talents to make them
competitive in the labor force in the national and global community as well.
5. To develop a more immersion programs for students that will produce
graduates with increased self-esteem, confidence and resiliency.
6. To intensify student involvement and academic leadership within the college
and in the local and international sphere.
7. To embark in research undertaking that will address areas such as curricular
enhancement, community development, environmental consciousness and
industry sensitive that significantly affect the academe.

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OBJECTIVES
Inspired by its philosophy, mission and vision and goals, the college shall aim
and realize the following objectives:

1. To maintain a periodic evaluation of the hiring and retention program to

ensure opportunities of highly qualified faculty members.
2. To offer a course that caters the qualifications and interest of the students in
academic, technical/vocational inclinations that would suit the demand of the
city, the environment and industry.
3. To increase partnership with industry that focus on mutual responsibility and
joint efforts to achieve development goals of the college.
4. To immerse students in varied activities and learning experiences where their
potentials, skills and talents will be developed that would make them
competitive, in them competitive locally and internationally.
5. To conduct curricular revision and integrate courses that would inculcate
among students and graduates self-esteem, confidence and resiliency.
6. Integrate research findings in the improvement of curricular programs
particularly these that are vocational-technical related.

The College of Saint Amatiel Library

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Introduction

A library is a collection of sources, resources and services, and the structure in

which it is housed; it is organized for use and maintained by a public body, an
institution, or a private individual. In the more traditional sense, a library is a
collection of books. It can mean the collection itself, the building or room that houses
such a collection, or both. The term “library” has itself acquired a secondary meaning:
“a collection of useful materials for common use.”

The College of Saint Amatiel Library plays an important role in the education,
work and recreation of students as well as information storage and retrieval. It
provides students access to print materials (books, journals, magazines, pamphlets),
and non-print materials (CDs, DVDs, and other electronic resources).

The CSA Library is an academic library that is attached to academic institutions

above the secondary level, serving the teaching and research needs of students,
faculty and staff. These libraries serve two complementary purposes: to support the
school’s curriculum, and to support the research of the university faculty and
students.

The support of teaching requires materials for class readings and student
papers. In the past, the material for class readings, intended to supplement lectures
as prescribed by the instructor, has been called reserves. In the period before
electronic resources became available, the reserves were supplied as actual books or
as photocopies of appropriate journal articles.

VISION

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The Clientele of the CSA Library:

1. Are imbued with the passion for reading and research.

2. Are committed to apply readings and research outputs.
3. Avail the library resources of higher education institution observing ethical
considerations.
4. Enjoy and benefit from the use of technology in the library.
5. Observe discipline in the use of the library.

MISSION
The College of Saint Amatiel library commits itself to:

1. Offer Updated and Upgraded reading resource materials to both faculty

and students as its clients.
2. Provide assistance in conduct of research, studies aimed at building a
wealth of additional knowledge.
3. Establish links and cooperation and harmonious relationship with various
libraries of higher education institutions.
4. Provide its clientele opportunities to experience adequate library facilities
and equipment.
5. Ensure orderliness in library use.

OBJECTIVES
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The Library aims to:

1. Acquire the most recent and most needed library resources such as books,
journals, periodicals, magazines, thesis and dissertations.
2. Provide most sought references and equipment by researchers including
computers and other gadgets.
3. Establish a strong Memorandum of Agreement (MOA) among other higher
education institutions for mutual access of libraries by clientele.
4. Upgrade its library facilities with adequate chairs and table’s carrels, sofas
for the reading comfort of clientele.
5. Enforce rules and regulations to maintain orderly conduct of library use
and procedures.

College of Saint Amatiel Library

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Organizational Structure

President

Vice President for Academic

Affair
Library
Committee
Librarian

Library Staff

Student Volunteer

The Library Personnel

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Librarian
Duties and Responsibilities

 Initiate, plan and facilitate effective library facilities development

and expansion.
 Manage the library policies, collections, instruction, programs,
services and budget.
 Select books and other library resources for purchase
 Negotiate agreements with vendors for electronic resources.
 Establish and implement shelving plans
 Handle relatively higher coordination demands with students,
researchers and faculty
 Understand the likely needs of other users within the institution
 Manage and guide the library personnel
 Selecting, developing, cataloging and classifying library resources
 Responds to reader’s queries
 Ensures that the collection is suited for the current curriculum

Library Staff
Duties and Responsibilities

 Assist at the circulation desk, stacks maintenance and collection

management operations
 Maintain records of client statistics
 Sort book for shelving
 Respond to information and direction queries
 Help patrons locate materials in the stacks
 Check catalog records for accuracy and completeness

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 Assist at the Technical Section

 Identify damaged books for repair
 Take charge of the annual inventory of the library
 Perform other functions and duties designated by the higher
authorities.

Student Volunteer
Duties and Responsibilities

 Act as watchmen inside the library and its immediate premises.

 Receive and dispose bags and other personal belongings of
students at the counter.
 Fix or arrange books, magazines, encyclopedias, dictionaries and
other library materials in their proper shelves.
 Assist in retrieving borrowed books and check and return books
borrowed for overnight if they are in good condition.
 Provide requested reference materials to the different clients.
 Help in cutting clippings from magazines and newspapers.
 Fill up book cards and book pocket.
 Maintain cleanliness and orderliness in the library at all times.
 Perform other tasks as required by the librarian or library staff

The Library Committee

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The Library Committee is the policy-making body with regards to library

operations and services. It serves as an advisory body of the library.

The library Committee is composed of the VP for Academic Affairs, Deans, and
selected faculty members, with the librarian as Secretary ex officio. This body will help
facilitate the acquisitions process and will ensure a regular flow of books into the
library collection throughout the academic year.

Organizational Chart
Library Committee

Vice President for Academic

Affair
CHAIRMAN

Librarian
SECRETARY EX OFFICIO

Deans

Faculty Members Faculty Members Faculty Members

Job Description of Library Committee

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Chairman

The person who has the authority to approved books for purchase
recommended by the members of Library committee.

Secretary / Librarian

Responsible in purchasing books recommended for purchase by the library

committee and coordinates with some publishers and book dealers or suppliers to
have list of available reading and reference materials for purchase, to be evaluated by
the Deans. Distribute evaluation forms with the list of corresponding books for
evaluation. In purchasing the secretary would request for budget allocation once
request is approved by the Chairman of the Library Committee.

Dean of Colleges

Ask teachers on their respective fields to recommend useful reference materials

to be used by the students and for teaching. Evaluate title of books and reading
materials to be recommended for purchase before submitting it to the Chairman. The
evaluation form should be noted by the Deans of the respective colleges before
submitting it to the Chairman for approval.

Faculty Members

Recommend books and other reference materials for purchase. They have to
get evaluation form from the secretary of Library Committee, fill up the form and
submit it to the Dean of their respective colleges for evaluation.

Services

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Below are the present service areas of the library. Other services shall be added
if it shall be deemed necessary.

Reference Services. Include basic reference sources (e.g. dictionaries,

encyclopedias, almanacs, yearbooks, handbooks, manuals, guidebooks, atlases,
gazetteers, biographical sources, bibliographies, etc.).

Serial Services. Include journals, magazines newspapers, and other serials

arranged by title. Maintain also a self-indexed information file on various subjects
clipped from newspapers.

Circulation Services. Include books which relate to and supplement each

curriculum offered by the college.

Filipiniana Section. Include books about the Philippines in whatever subject or

language published in or outside of the country.

Reserve Services. Include books for the different courses in great demand
during each semester.

Internet Services. Include a laptop that can be access for one (1) hour per
student that can be used to access and search information on the web. Additional
time may be used depending on the availability of laptop.

Library Orientation. Orients students and faculty members regarding the

available library resources and different services offered by the CSA library. Usually
conducted on the start of the academic year, but may be available upon request.

Library Referral. Provides referral letters for students and faculty who wish to
conduct research in other library institutions.

The Collection Development Policy

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The purpose of the Collection Development Policy is to provide guidelines for

acquiring, maintain and evaluating library information resources of the college library.

Selection Responsibilities

The collection development policy along with the goals of the college and the
objectives of the degree program will serve as a guide for acquiring library
information resources. Research and Development (R & D) thrust and initiatives will
be considered. In addition, the librarian will have the responsibility of supervising the
collection development process. In this light, each faculty member is responsible in
communicating with the librarian regarding information resources which the students
need in completing their research assignments in their respective classes. Identifying
the appropriate electronic, print and media materials required for purchase, to fill
these needs will be a cooperative venture between the faculty member and the
librarian. With input from the faculty, the librarian will be ultimately responsible for
collecting materials in the general and interdisciplinary areas and will make special
use of the college’s stated goals of general education. The librarian will send relevant
catalogues, brochures and material reviews to appropriate department/unit head that
in turn will circulate these items to other faculty members in his or her
department/unit.

General Selection Guidelines

The primary responsibility of the college library is to acquire and make

accessible library information resources that reflect the goals of the college and the
objectives of the degree programs, support the college’s curriculum and provide for
the informational needs of faculty, students and staff members for instruction,
research, extension and production activities. In selecting library materials to support
the above, consideration must be given to the authority of the author, reputation of

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the publisher, cost timeliness, intellectual level, purpose and scope, format, language
and subject. Collection development guidelines in specific subject areas will help
implement this general policy for material additions. Print, non-print and electronic
resources will be provided, as appropriates to the guidelines developed for each
academic subject area. In addition, attention must also be given to the handling of
special categories of materials. These materials are the internet resource, textbook,
duplicates, gifts/donations, paperbacks, replacements, out of print items, withdrawals,
media materials, serials, archival materials and rare books.

The Collection Management

Selection

The librarian has the primary responsibility for collection development but also
encourage the faculty in each college served to select materials to build the
collection. Faculty members are tasked to evaluate and recommend books for their
college, approved by the dean of their college and endorsed by the librarian.

Selection Criteria

Librarians use their subject knowledge and expertise in combination with the
standards to select and evaluate collection items. Donations/gifts and purchases are
selected using the same criteria listed. An item doesn’t need to meet all the criteria to
be selected.

General Criteria

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Suitability of format or physical form for library use and user demand dictates
based on universal criteria established in this policy.
Cost relative to the value that the item contributes to the collection.
Space required relative to the value that the item contributes to the collection.
The extent to which the item supplements, expands on, or supports the
existing collection rather than it duplicates it.
Relevance to observe and anticipate community needs and desires.
Reputation and qualifications of the author, creator or publisher of the work.
Local significance of the author or creator of the work.
Content Criteria
Comprehensiveness of treatment, including breadth and depth.
Skill and purpose of the author or creator.
Consideration of the work as a whole rather than a specific passage or
passages.
Evaluation of the currency and accuracy of the information contained to the
extent that is possible.
Representation of diverse points of view.
Representation of important movements, subjects, genres or trends of local,
regional or national significance.
Long term or historical significance or interest.
Relevance of the information to immediate local requirements.
Electronic Format Criteria

Additional criteria are considered when selecting available electronic format.

Ease of use of the product.

Accessibility to multiple users.
Access to needed equipment.

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Enhancement of the print equivalent in terms of speed, flexibility,

combinations of research terms, or general utility.
Continued access to retrospective information when necessary or desirable.
Reduction of space requirements over printed products.
Reduction in number of copies of a print source when purchasing for multiple
locations.
Donations/Gifts

The library gratefully accepts gifts of money and materials under the
circumstances outlined below.

On Funds

The library accepts monetary donations or gifts intended for the purchase
of library materials when donor’s intentions for the gifts and the library’s
collection objectives are consistent.

On Materials

The library accepts donations of materials that are in good condition if

deemed valuable to the collection. The library reserves the right to make final
disposition of all gifts received. Gifts may be added to the collection or rejected
at the discretion of the library. Gift materials not added to the collection are not
returned to the donor. Unused gifts may be given to the adopted schools or
disposed in some other ways as approved by the Library Collection.

Retention

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Condition, content, inherent value, and use are the primary criteria used to
determine the continued retention of materials in the collection. Many materials do
not withstand the test of time and repeated handling. Likewise, many fields of
knowledge are drastically alerted by new discoveries and changes in culture. As
demand declines, the library selectively removes multiple copies, making exceptions
for areas of special importance to the overall collection. The library also removes
worn, damaged and obsolete materials that cannot be repaired and are no longer
usable. An item that is damaged or lost is replaced if it is deemed still useful and is
still available for purchases.

Preservation

The library preserves those materials that cannot be replaced but continue to
have long-standing or permanent significance to the overall collection. The library
may use a variety of means to preserve such materials including preservation through
photocopying, digitizing and replacement of content through the purchase of
another edition, rebinding, custom reprinting and use restriction. The library also
encourages preservation of materials by educating the public and staff care of
materials and by instituting procedures for proper handling and storage of materials.

Evaluation Criteria

Evaluation techniques are used to measure collection usefulness in terms of

scope and depth as well as strengths and weaknesses. Among the measures and
evaluation techniques used by the library staffs are:

Age and condition of terms in the collection

Comparison of the collection with accepted core collection lists
Frequency of requests placed through the online catalogue and interlibrary
loan

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Circulation
In-house use of materials.
Users’ surveys
Relevance to observed and anticipated community needs
Long-term or historical significance or interest
Conservation and Weeding Policy

The CSA Library shall regularly examine materials in the library collection and
remove materials which are no longer of use or value to the institutional programs.

General Principles

 Systematic evaluation of the library’s collections is an integral part of the

library development
 Conservation, deletion and weeding of the collection shall be a function of
the ongoing management of the library

Limits and Regulations

 Conservation and removal of materials are the responsibilities of the

Librarian. The Librarian shall consider the following reasons for removal:
o Duplicates no longer in demand;
o Superseded editions of works, when applicable;
o Obsolete materials;
o Worn-out materials;
o Items for which no future seems probable; and
o Changes in the instructional programs.
 The Librarian will invite faculty and/or consultants to assist the de-selection.
 Faculty and administrators will be notified when materials are being
considered for withdrawal. Materials on the notification list will be held for

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two weeks after publication of the notice. If any patron believes that some
specific materials should be retained, he/she must prepare and deliver to the
Librarian a written statement on why the materials should not be removed
from the collection. The Librarian will carefully consider patron concerns as
expressed in these written statements in making the final decision to remove
library materials. The Librarian has the sole right and responsibility to make
the decision.
 In case of a disagreement, the matter will be referred to the Library
Committee for resolution
 If the patron disagrees with the decision of the Library Committee, he/she
could make an appeal to the President of CSA
 When materials are removed from the collection, they will be offered to
faculty members free of charge or given to charitable organizations

Criteria for Withdrawal of Library Materials

 Never circulated
 Replaced by newer media format
 Content is no longer accurate
 Not circulated after initial request in at least five years
 Materials is no longer relevant to academic instructional programs

Acquisition Policy

The Acquisition Policy reflects the Collection Development Policy and Selection
Policy. This addresses the efficient and cost-effective process for obtaining materials.
It establishes the condition under which materials will be obtained through jobber
(not common in the Philippines), vendor or direct purchasing from bookstores.

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The source of funds for the acquisition of books and materials are coming from
the library fee of the students and donations. The library fee is intended for books
and non-print collection of the library. Other income like overdue charges and
printing are submitted to the school. They are just minimal amount. The school
provides supplies and other needs of the library. The salaries of the librarians are
taken from the tuition fees of the students.

Objectives

 To acquire materials as quickly as possible

 To maintain a high level of accuracy in all work procedures
 To keep work processes simple
 To achieve the lowest possible per unit price
 To develop friendly relationship with vendors and distributors

Procedures in Acquisition

1. The faculty members of different colleges are encouraged to submit

recommended titles of books to the librarian for purchase. Publications from
other members of the academic community are also acknowledged. The
librarian also takes part in the selection of books to be purchased.
2. The librarian contacts various book dealers and publishers for delivery of
requested library materials related to the curriculum.
3. Immediately upon receiving these library materials, the librarian will invite
Deans or their representatives to examine / evaluate the books.
4. After selection, the librarian will place the order and prepare the requisition
form of the selected materials.
5. The requisition form will be forwarded to the Dean of the requesting colleges
for approval followed by an endorsement of the librarian.

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6. The VP for academics affair has the final approval in the requisition form. If
approved, the librarian will hold the form duly signed by the VP for academics
affair and contact the book dealers / publishers for an invoice.
7. If the requisition form is disapproved, the process stops there and all the books
selected for purchase will be returned to the dealers. There are cases however
when the request is disapproved the librarian will then hold the requisition
forms until such time it is approved.

Receiving the Books

The librarian must keep track of all library materials acquired. Delivery receipts
and invoices are kept for as long as necessary.

1. Books received are checked against delivery receipts.

2. They are collated to make sure that no pages are missing or that they are not
defective in other ways.
3. Items found to be defective or other that those ordered are then set aside and
later returned as soon as possible.
4. Arrangements for replacements are made when necessary.

Classification and cataloguing of new books / Resources

The following procedures are followed:

1. Mechanical processing of books such as stamping, coding of “MANUSCRIPT”,

pasting date due slip and barcoding are initially done to a newly acquired
book.
2. Enter book information in accession book.
3. Place accession number and classify book.
4. Create card catalogue (author, title and subject)

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5. Shelf book for circulation

6. Print list of new books for posting

The Circulation Policy

Circulation policies and practices should maximize access of library’s clients to the
collection. The policy and practice should establish procedures for taking books out
of the library, returning books to the library and keeping records to show where the
books are.

Library Service Hours

The service hours of the library are from 8:00 a.m. to 6:00 p.m., Monday to
Friday, and 8:00 a.m. to 5:00 p.m. on Saturday

Library Card Application and Renewal

The Library Card

 Library Card holders are entitled to the access of library facilities,

services, and resources. These include, but are not limited to:
o Borrowing of print materials like books, theses, magazines, and
journals
o And Use of computers for internet access.
 A Library card can only be used by its respective owner; accordingly,
lending of Library Cards to others is prohibited.

Application for a Library Card

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 Library Cards are issued to bonafide CSA students and faculty

members upon submission of an accomplished patron information
form and ID picture
 Issued Library Cards will be valid for one academic year and must be
renewed annually

Renewal of Library Card

 Library Cards must be renewed on the end of the academic year

 Invalid or worn out Library card holders could avail of free renewal
 Students who’ve lost their Library Cards are subject to a renewal fee of
Php 20.00 payable to the cashier’s Office.

Policies on borrowing Library Materials

Students and Faculty

 Students are allowed to borrow two books (2) for two (2) days, renewable
once and limited to Filipiniana and circulation book only, depending on the
availability of the copies.
 Faculty Members may borrow up to four (4) books for a week and
renewable depending on the availability of the copies.
 Theses and research papers are restricted for ROOM USE ONLY. Only
abstract and bibliographies are allowed to be photocopied.
 Instructional Media materials, Vertical File Materials and books from the
Reference Section are also restricted for ROOM USE ONLY.

Employees

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 Employees may be borrow up to three (3) books for a week and renewable
once only.

Alumni

 Alumni can have access to library materials but restricted for ROOM USE
ONLY.

Requirements in Borrowing

 For Students – Valid Student Library Card

 For Faculty – Valid Faculty Library Card
 For Employees – Valid Identification Card
 For Alumni – Alumni ID

Fines and Penalties for Overdue books

 Students with overdue books will be charged ten pesos (P10.00) per book per
day including Saturdays, Sundays and Holidays payable at the Cashier’s Office.
 Faculty members and Employees with overdue books will be charged twenty
pesos (P20.00) per book per day payable at the Cashier’s Office.

Defaced, Mutilated and Lost Books

 If the pages are torn but still manageable to repair a fine of one hundred pesos
(P100.00) will be charged upon the return of the book payable to the Cashiers
Office.
 If the pages are severely torn, a replacement of the same or its latest copyright
is required within a week and one hundred pesos (P100.00) processing fee
payable to the Cashier’s Office. Borrowers who refuse to replace the book will
not be issued clearance.
 Lost book while out on loan must be replaced with the same title or its latest
copyright within two (2) weeks and one hundred pesos (P100.00) processing fee

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payable at the Cashier’s Office. Lost library resources shall be either replaced or
paid for within two (2) weeks from the due date; otherwise, the usual fine shall
be added to its replacement cost. Failure to replace or pay such resources
within the given period may result in the suspension of the borrowing privileges
of the borrower.
COMPUTER AND INTERNET ACCESS POLICY

1. A student and faculty member is entitled to one (1) hour each session to give
chance to other students. Extension or multiple session of usage depends on
the availability of computers.
2. Students are not allowed to use flash drives, external hard drives, card readers,
and cell phones to import or export files at the Library computers.
3. Computers are intended for research and word processing purposes only,
accordingly, playing games, watching movies, browsing social media sites,
online shopping, and downloading large files are strictly prohibited.
4. Users must not alter, change, delete any of the settings, or programs in the
computer terminal assigned.
5. Anyone caught violating the computer and internet access policy is subject to
disciplinary action.

Conduct and Control Procedures inside the Library

Conduct Inside the Library

 Users must not disturb the peace and order inside the library. Anyone causing
disturbance will be asked to leave.

 Mutilation and defacing of book or any other library resources, vandalism and
damaging of library property are punishable by suspension or expulsion.

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 Loud conversations and laughter, smoking, eating, playing games, littering,

loitering, using of cell phones, and public display of affection are strictly
prohibited inside the library premises.

 Proper dress code is to be observed.

Control Procedures

 The College of St. Amatiel ID is required and should be pinned while inside the
Library premises.

 The library is a place for study and research.

 Valuables like wallet, cell phones, calculators, and others should not be left
unattended inside the reading area. The CSA will not responsible for the loss of
any valuables.

 Whenever requested by any library staff on duty, all users are required to show
their belongings to any library staff at the counter desk upon leaving the
reading area.

 Visitor’s researchers are required to register in the Security Guard’s logbook.

 The CSA personnel are empowered to enforce the rules and regulations. Any
discourtesy shall be noted for appropriate action.

 Students and faculty who are in need of materials not found in the CSA are
referred to other libraries. Referral letter is issued upon request from the
Librarian.

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