ARTICLE I

DEFINITION OF TERMS AND ACRONYMS

Accession Number – Refers to the unique number assigned to a bibliographic item in

the order in which it added to a library collection, recorded in an accession record
maintained but the technical services department.

Accession Record – Refers to a list of bibliographic items added to a library collection

in the order of their addition. Normally such a list includes the accession number, brief
bibliographic identification, sources, and price paid for each item.

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

Bindery – Refers to books that need repair and loose issues of journals that are
combined or bound into a single volume sent out of the library system to a company
which binds them.

Bulacan Agricultural State College (BASC) – is a Chartered State College and a non-
sectarian institution of higher learning established for the agricultural development of
the country in general and the Central Luzon Region in particular.

Call Number – Refers to the combination of numbers and letters that provide a
unique description of each item in a library collection.

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

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

Charging – Refers to the lending of information resources to library users.

Circulation Books – Refer to stack books which can be borrowed for longer period
than overnight

Circulation Desk – Refers to location or area in each library where you check out,
return or renew items, ask about missing items, or inquire about fines.

Citation – Refers to a reference or footnote to an item containing the author, title,

date of publication and any information needed to locate the item.

Classification Scheme – Refers to a classification system which uses numbers and/ or

letters, to represent the subject content of materials.

Collation – Refers to thorough examination of all parts of the books returned by

borrowers, to find out missing pages, mutilated parts, and any other damages.

1
Collection – Refers to the resources in any format that the library acquires or provides
access to including online resources accessible via the library webpage.

Conservation – Refers to the aspect of preservation activity which implies the active
use of preventive measures, or processes of repair of damaged materials to ensure
the continued existence of individual library materials.

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

Cross References – Refer to a word or heading that directs you from one part of a
book, catalog, or index to another part.

Discharging – Refers to the cancelling out the borrower’s responsibility for

information resources.

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

Exchange – Refers to the process by which books or other library materials as

manuscripts, periodical, maps, prints, photographs, electronic resources are
exchanged between the PSU and another library, institution or organization.

E-Resources – Refer to any work encoded and made available for access through the
use of computer.

Filipiniana – Refers to the publication dealing with the Philippines in whatever

language they may be written and place where they may have been printed.

Fines – Refer to the amount of money which is paid by the borrower if materials are
not returned on time.

Gift – Refers to library materials offered by a known person or persons, corporation,

institution or agency that BASC may choose to accept or reject.

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

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

Internet – Refers to electronic communications network that connects computer

networks and organizational computer facilities in various places in the world.

ISBN – Refers to (International Standard Book Number) a four-part, ten-character

code given a book before publication as a means of identifying it concisely, uniquely,
and unambiguously.

2
ISSN – Refers to (International Standard Serial Number) The International numerical
code that identifies concisely, uniquely, and unambiguously a serial publication.

Issue – Refers to a single uniquely numbered or dated part of a periodical or

newspaper.

Journal – Refers to type of periodical which contains signed scholarly articles.

Journals are usually published by academic or association presses and include
bibliographies.

KOHA: Integrated Library System – is a fully featured, scalable library management

system. It’s a true enterprise-class ILS with comprehensive functionality including
basic or advanced options that include modules for circulation, cataloging,
acquisitions, serials, reserves, patron management, branch relationships and more.

Library Committee – Refers to the body or a person that deals with library activities.
They also play an effective and important role to run the library efficiently.

Library Personnel – Refers to serve as the primary source for the Library
Administration in planning personnel policies and procedures of the library.

Library Student Assistant – Assists staff with daily routine library operations.

Library Users – Refers to a person who uses the library.

Linkages – Refers to organized group of people, institutions/agencies and

philanthropic individuals with whom the College establishes and strengthens
connection with for augmenting resources.

Newspaper – A serial issued at stated, frequent intervals containing news, opinions,

advertisements, and other items of current, often local interest.

OPAC – (Online Public Access Catalog)- A computerized catalog of books and other
items in the library.

Overdue – Material which is not returned to the library by its due date is considered
overdue.

Periodical – Refers to all materials published at regular intervals and intended to be

continued indefinitely.

Photocopying – Refers to a process where a usually printed material is copied and

formed by the action of light usually on an electronically charged surface.

Platonixz Library System – Refers to one of the most dynamic, comprehensive, and
easy to use library information systems ever built to computerize and manage
information centers, libraries, and data banks. It offers the most extensive set of
modules, features and routines to automate library functions. Primarily designed for

3
use by librarians, information specialists and record managers. Microsoft Access 97 is
the database backend.

Preservation – Refers to all the managerial and financial considerations, including

storage and accommodation provisions, staffing levels, policies, techniques, and
methods involved in preserving library and archival material and the information
contained in them.

Professional Librarians – Refer to someone who has a degree in Library and

Information Science.

Publication – A book, periodical, musical score, and etc., that has been “brought
before the public”; in other words, a work that has been printed and distributed.

Public Services – Refer to those library activities where direct contact with the
costumer occurs on a daily basis.

Qualification Standards – Refer to the minimum requirements necessary to perform

work of a particular occupation successfully and safely.

Readers Services – Refer to the section of the library that provides resources to the
library patrons for home reading in and outside the library.

Reference Desk – Refers to location in each library where you can get help in using
the library and received answers to your questions.

Reference Materials – A selection of library materials used by reference librarians

and information assistants to help people find information or do research.

Reference Collection – Contain many sources of information, such as dictionaries,

directories, almanacs, encyclopedias, atlases, and statistical compilations. They may
also have bibliographies, indexes, and abstracts.

Reference Process – Refers to the whole transaction between the inquirer and the
librarian ending up with the solution to the inquirer’s problem.

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

Reserved Materials – A selection of specific books, periodical articles and other

materials which faculty have indicated that students must read for a particular course.

Selection – Refers to process of choosing appropriate information resources that best

serve the needs of the College constituents.

Serials – Refers to the journals or newspaper in electronic or hard-copy format.

4
Shelf list – The part of BASC library’s card catalog which is arranged by Dewey
Decimal Call number rather than by author or title.

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

Subject Reserve Books – Refer to books placed on reserve to give a fair chance of
use by each student enrolled in the subject.

Technical Services – Refer to the behind-the-scene activities that a library undertakes

to process library materials loaned for the Users.

Weeding – Refers to the systematic review of the collection in search of materials that
can be withdrawn and discarded or moved to an alternate storage.

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

5
 ARTICLE II
BRIEF HISTORY OF BASC LIBRARY

The Bulacan Agricultural State College Library started its operation and
services upon the establishment of the school on June 6, 1952. It used to be a room
located at the Administration Building. From its establishment, non-librarian
personnel manned the library. In 1960, the library was transferred at the Vocational
Agricultural Building with one English teacher acting as librarian with several student
assistants.

In August 1986, the College Library was placed under the administration and
supervision of a qualified and experienced College Librarian. Despite the lack of full
time library staff, the librarian managed to modernize the library administration and
practices, starting with the mechanical and technical processing of collection which at
the time consisted only of a small number of non-fiction books, outdated classical
fiction books and textbooks for secondary education. The librarian began using the
Dewey Decimal Classification System and Anglo American Cataloging Rules Part 2
(AACR2) for descriptive and subject cataloging of library books. For the first time, a
proper public card catalog with author, title subject and added entries was provided
for library users. Based on the librarian’s proposal, the amount allocated for the
purchase of library books and other reading materials was increased and periodical
subscriptions were allowed, a development much appreciated by students and
faculty of the College.

When the library moved into a new building in 1989, it has already established
proper library procedure and rendered three major services (mechanical and
technical, circulation and reference of the reader’s service, and auxiliary services-
administration, selection and acquisition.)

As per approval by the BASC Board of Trustees, an extension of the library

building was constructed. This was intended for a bigger book stack area. By the end
of 2008, the book stack area was organized into the following sections: Reference,
Filipiniana, Reserve, General Circulation and Theses/Dissertations.

In January 2009, the library began implementing the Open Shelf System where
the faculty, students and guests can have free access to the increasing collections of
book. The construction of the two-storey library building was started in August 2013
and took three years to complete.

In February 2016, the new College Library was inaugurated and the transfer to
the new building was completed in April 2016.

6
 Today, the College Library operates with functional facilities such as the
Internet Section, Theses Section, Circulation and Reference Section, and other
services that enhance research and support general education.

7
 ARTICLE III
GENERAL INFORMATION

COLLEGE VISION

The Bulacan Agricultural State College as an outstanding higher education in

the nation with its provision of affordable and excellent education.

COLLEGE MISSION

The Bulacan Agricultural State College shall strive for excellence in Agriculture
and other allied disciplines. It shall provide for and address ever-changing
educational needs and services for those seeking to expand their intellectual
horizons. It shall address national and international issues and be established as a
major presence and contributor to the progress of the global community.

BASC LIBRARY GOALS

GOAL 1. Enhance Existing Collection and Services

OBJECTIVES:

a. To select and acquire library materials in all formats (print and non-
print) which reflect present and future needs and serve both the curriculum-
related research and general information needs of the users.

b. To provide materials and information services that are responsive to

the needs of the academic and non-academic community and to ensure their
maximum accessibility and expeditious delivery.

c. To enhance library resources through acquiring online databases,

and other electronic formats.

GOAL 2. Improve Users’ Access to Information

OBJECTIVES:

a. To develop, organize and maintain a collection of books,

government documents, maps, pamphlets, pictures, photographs, newspapers
clippings, computer files, machine readable databases, videotapes,
audiotapes, and other materials needed to meet the information, research,
instructional and related needs of the students, faculty and administrative
staff.

8
 b. To support college research and instruction programs through the
preparation and dissemination of bibliographic and reference guides and
appropriate information services.
c. To provide an automated library system that facilitates the access to
library collection and services and improves the efficiency of library collection.
d. To maintain weeding of the library materials to save space, improve
access, and to provide quality and updated library collections.

GOAL 3: Information Literacy

OBJECTIVES:

a. To publicize and promote awareness and use of the library’s

resources and services to students, faculty and administrative staff through
public relations programs and staff participation to campus activities.

b. To develop effective plans aiming at improving student ability to use

and access information efficiently and effectively, and to evaluate information
and its sources critically and become aware of the legal and ethical use of
information resources.

GOAL 4: Adapt New Trends in Library Services

OBJECTIVES:

a. To identify emerging trends in technology.

b. To maintain updated technology and equipment.

c. To evaluate the effectiveness of existing technology and identify

areas for improvement.

9
 ARTICLE IV
ORGANIZATION AND MANAGEMENT

In accordance with the organizational structure of the College, the College

Library shall be guided by a well-defined organizational chart (Figure 1). The College
Library is headed by the College President. The College Librarian III reports directly to
the Vice President for Academic, Cultural and Sports Affairs and is in-charge of the
overall supervision and management of the main library.

The College Librarian III is assisted by one (1) College Librarian I, four (4)
library personnel and four (4) trained student assistants.

PRESIDENT

VP ACSA

LIBRARY DRT
COMMITTEE COLLEGE LIBRARIAN III EXTENSION
CAMPUS
DIRECTOR
COLLEGE LIBRARIAN I

SUPPORT STAFF SUPPORT STAFF SUPPORT STAFF SUPPORT STAFF

STUDENT STUDENT STUDENT STUDENT

ASSISTANT ASSISTANT ASSISTANT ASSISTANT

FIGURE 1. BASC Library Organizational Structure

10
Section 1. The BASC Library Committee

The organizational structure of the Bulacan Agricultural State College

Library is headed by the President, through the supervision of the Vice
President for Academic, Cultural and Sports Affairs (VP ACSA). The Doña
Remedios Trinidad (DRT) Extension Campus Director is under the supervision
of the President in coordination with the Head Librarian. The Library
Committee is composed of the VP ACSA as chair, the College librarian as
secretary with an assistant secretary is the person of a support staff delegated
at the library, and members composed of the Institute deans and a student
representative. This Committee is in charge of the formulation of politics for
the continued development and improvement of library resources and
services.

The Head Librarian has direct supervision on the operation of the

College Library and plays a vital role in providing technical and reader services
to library clienteles, with the support of the College Librarian I, support staff
and student assistants. They provide students, faculty and staff and other
clientele with accurate information, ideas, and knowledge, and answers to
queries relevant to the facility.

The BASC Library Committee concerns particularly with:

a. Assisting in the selection of materials for acquisition in various

fields;
b. Advising the librarian of the library needs and on the policy of
reproducing materials for research and instruction;
c. Developing a general library service program of the College;
d. Formulating, interpreting, revising and implementing library policies
in relation to the improvement of library resources for instruction
and research; and
e. Participating actively in book selection processes, weeding and
discharging of outdated books, preparation of library budget,
making recommendations on approaches and strategies on the
integration of library program with other academic activities of the
different departments, and reviewing the library’s developmental
plan and makes recommendations in accordance with the College’s
mission and objectives.

Each committee member shall serve for a period of two (2) years. The
members shall meet once every school year and the minutes of the meeting
shall be presented to the Academic Council.

11
Section 2. The Library Staff/Personnel

2.1 The Head Librarian/College Librarian III

The College Librarian shall be licensed, educationally qualified, and
competent with a master’s degree in Library Science and at least five years
successful work experience at a supervisory level. The Head Librarian
coordinates with all Institute Deans through the Vice President for Academic,
Cultural and Sports Affairs in supporting the instructional, research and
curriculum requirements for all academic programs offered by the College.
The head librarian shall direct and supervise the overall operation of the
library system and shall be responsible in utilizing and maintaining the
administration of its resources and services.

2.1.1 Duties and Responsibilities

a. Exercises general administration and supervision of personnel
and library resources and services;
b. Selects and acquires library resources through various methods
to meet the information needs of library users;
c. Catalogs and classifies the library resources, prepares indexes
and bibliographies for easy access and retrieval of information;
d. Establishes library systems and procedures for the circulation of
materials, dissemination of information, reference and research
assistance and education of users;
e. Prepares and ensures the implementation of plans, programs
and projects for the development and growth of the library in
terms of collection, services, space and structures of facilities;
f. Prepares reports, library manuals and handbooks and
information bulletins;
g. Conducts annual inventory of library collection and equipment;
h. Establishes relationship with other libraries and institutions
having collections so as to benefit students’ occasional needs to
access resources of other libraries and scholars;
i. Establishes linkages with institutions and/or agencies with
resources for library enrichment;
j. Solicits donations (book and other library materials) and funding
for the purchase of library materials; and
k. Organizes, conserves, and prepares documents/archival
materials relative to the history of the Institutes, in particular and
the College, in general.

12
2.2 College Librarian I
The College Librarian I shall assist and aid the College Librarian III
during library hours and as per call beyond the library operation. He/she shall
have appropriate educational attainment, must be a registered librarian, and
preferably a holder of a master’s degree in library service.

2.2.1 Duties and Responsibilities

a. Examines/oversees for the overall operations of the service desk;
b. Maintains all statistical records;
c. Updates information file;
d. Performs annual physical inventory;
e. Encodes library documents;
f. Prepares bibliographical listings of newly acquired book;
g. Shelf reads books and other library materials;
h. Maintains preservation and up-keep of library materials;
i. Assists in providing answers to inquiries requiring specific
information;
j. Provides assistance to users in the use of card catalog and other
access tools;
k. Maintains vertical file collection; and
l. Does related work assigned by supervisors from time to time.

2.3 Library Assistant/Support Staff

The library shall be staffed with qualified personnel. The support staff
shall have appropriate educational attainment and eligibilities.

2.3.1 Responsibilities and Duties

Under general supervision:
a. Shelf-reads and arrange books and other library materials on
the shelves;
b. Records and files cards of borrowed books and daily
circulation statistics;
c. Places book accessories;
d. Mends and repairs books and other library materials;
e. Clips articles of research value for the vertical file;
f. Assists in the preparation of exhibits, displays, bulletins and
other activities in library publicity;
g. Assists in the inventory of all resources in the collection and
properties of the library;
h. Does routine maintenance and upkeep of the library and its
facilities;

13
 i. Assists in the preservation, upkeep and security of library
materials and properties;
j. Does housekeeping as part of the daily routine of the
personnel in the library. They must follow strictly the rule on
cleanliness inside the library premises;
k. Encodes documents and other related library works; and
l. Maintains data banking to the library system.

2.4 Library Student Assistant

2.4.1 Qualifications
a. Should be a bonafide student of the College;
b. Should have no failing grades in the previous semester;
c. Should be morally and physically fit;
d. Should be honest, dependable and has a good working attitude;
and
e. Should present a letter of consent from their parents or
guardian.

2.4.2 Duties and Responsibilities

a. Validates student records;
b. Repairs slightly mutilated library materials;
c. Maintains cleanliness and orderliness of the library premises;
d. Performs shelving; and
e. Shelf reads books and other library materials.

2.4.3 Allowance
The student assistants deployed in the library will get a
Php500.00 allowance per month from the College income.

2.4.4 Rules and Regulation for Library Student Assistants

The primary function of library student assistants is to serve the
library users in a prompt and courteous manner. Since the student
assistants represent the library, they are expected to render quality
services to library users.

a. Absences - Student assistants shall not be allowed to be absent

except for emergency and health-related reasons.
b. Work assignments - A student assistant is required to render a
20 hour service per month. Work load is also given to each

14
 student assistant to refrain from overlapping of work
assignments.
c. Confidentiality - Library records are confidential documents.
Hence, student assistants are not allowed to disclose library
users’ ID numbers, addresses, loaned books, and other
information to anyone.
d. Duty hours - Student assistants are expected to arrive on time
and stay for the entire shift. If he/she is unable to work on
his/her shift, he/she must make an arrangement with his/her
substitute.
e. Logbook - Student assistants are required to log in and out at
the time of arrival and departure from the library. At the end of
the month, student assistants are requested to submit their daily
time records.

Section 3. Library Office Rules and Regulations

3.1 Attendance

a. Regular attendance is expected from the library personnel.

b. Each day on arrival and on leaving, logging in/out is required.
c. If unable to report to work because of sickness or emergency
reasons, a message should be sent to the College Librarian or to
his/her immediate superior as early as possible on the same day
so that proper arrangement and adjustment could be made.
d. Prior approval of requests for permission to be absent other
than illness must be secured before a staff can be allowed not to
report.
e. Vacation leaves should be filed at least three days before the
effectivity date and should be duly signed by the Head librarian.
f. Library employee should give notice of their whereabouts when
they leave the library, such as when they transact official
business in other departments of the Campus.
g. Library employee who desires to leave the Campus during
official hours covering a period of not more than four (4) hours
shall accomplish the “Permit to Leave Form” approved by the
Head librarian or his/her authorized representative before
leaving his/her work station.
h. Library employee leaving the Campus on official business or
official time should accomplish the “Authority to Travel Form”,
approved by the Head librarian.

15
 3.2 Snack and Lunch Breaks
a. Library personnel are given a 15-minute snack break in the
morning and another 15-minute snack break in the afternoon.
b. Lunch breaks are arranged among library personnel to maintain
continuity in library services. Each employee is given an hour for
his/her lunchbreak.
c. Flexible time shall be observed since the library adopts the “NO
NOON BREAK” policy.

3.3 College ID
All library personnel on duty are required to wear their College
ID for proper identification.

3.4 Proper Attire

All library personnel must wear their uniform or for some
circumstances, dress appropriately to command respect. T-shirts and
denims are strictly prohibited, except on Friday.

3.5 Protection of Library Property

Library personnel including student assistants should assume
responsibility for the protection and preservation of the library
collections and properties.

3.6 Borrowing of Library Materials of Library Personnel

a. Library personnel are entitled to borrow from the library

provided all normal circulation procedures are carried out.
b. No library personnel may borrow any library material for his/her
brother/sister/son/daughter, or friend who is not a student of
BASC or of any other school.
c. Library personnel are not allowed to borrow unprocessed library
materials.
d. The number of books that the library personnel may borrow is
covered by the same rule that applies to faculty.

3.7 Utilization of Library Equipment and Supplies

Office machines (typewriter, computer, etc.) and supplies shall
be used exclusively for library activities.

Library users may bring their own laptops, gadgets and other
electronic devices and have this connected to the College network
provided they are brought in a fully charged condition.

16
3.8 Study Outside Library Work
With prior endorsement of the College Vice Presidents and
approval of the President, library personnel may be allowed to pursue
further studies. Library employee who will undergo on a study leave
must inform his/her immediate superior in advance for adjustment and
change of work schedules in the library.

3.9 Lost Property

Lost and found belongings in the library should be handled by
the College Librarian and takes whatever steps practicable to have the
item/s returned to the owner.

3.10 Procedures in Reporting Accidents

The Library personnel shall be capacitated in terms of handling
accidents that may occur within the library premises. In case of an
accident the concerned library personnel shall facilitate bringing the
victim to the College Clinic, or to the nearest hospital, if need be, in
coordination with the Administrative Officer of the College. A written
report on the accident shall be prepared for documentation and other
related purposes.

17
 ARTICLE V
LIBRARY SERVICES

The operation of the College Library shall be organized into two broad
categories of services: readers’ services (those where direct contact with the library
user occurs on a daily basis, and technical services (those with very limited public
contact).

Section 1. Access to Library Services and Resources

For a library user to have a maximum access to the information
resources, facilities, and services of the BASC Library System, the following
shall be provided or observed:

1.1 Service Hours

The Main Library shall be open for service from 7:00 a.m. to 6:00
p.m. with no noon break from Monday to Friday except on holidays.
The Graduate Studies Library shall be open for service from 8:00
a.m. to 4:00 p.m. with no noon break every Saturday.

However, Library service may be extended during Saturday if

Saturday class will be conducted.

1.1.1 Control Desk

For better accessibility to the sources of information, the
BASC Library System shall adopt an open-shelf system. Hence, a
control desk shall be maintained at the main door to safeguard
library properties. Upon entering the library, clients shall be
required to present their valid Library Identification (ID) Cards
(for students), College Employee ID Cards or Appointments (for
other College constituents), and referral letters in addition to the
School/Agency ID Cards (for non-BASC users) to the guard on
duty, and to leave their bags in the depository shelf. Likewise,
when clients leave the library premises they must present their
books and other belongings for inspection.

1.1.2 The Library ID card

The Library ID Card shall be a basic requirement for the
use of information resources and facilities of the BASC Library
System. Hence, upon enrollment, freshmen or new students
must apply for their Library ID Card immediately. The Library ID
card shall be non-transferable. Forgery of this card shall be
treated as a major offense.

18
 a. New students applying for a Library ID Card shall
be required to:

 present their registration forms for the current

semester;
 fill out the Library Card Application Form; and
 submit two pieces of 1”x 1” ID picture to
assigned staff.
The official Library ID Card shall bear the signature
of the Head Librarian.

b. Old students shall be required to present their

registration forms for the current semester and their
Library ID Cards for validation.

c. Students shifting from one degree to another shall be

required to change their previous Library ID Cards. To re-
apply for another Library ID Card, they shall present their
registration forms for the current semester and their
previous Library ID Card, fill out the Library Information
Sheet, and submit one 1”x 1” picture to the concerned
library staff.

d. In case of lost or damaged Library ID Card, application

for another one shall be allowed. Before the re-issuance
of a Library ID Card, the applicant must:

 inform the librarian about the loss/damage of

the Library ID Card;
 submit one 1”x1” ID picture; and
 pay Php25.00 for the replacement of the library
card to the concerned library staff.
The official ID card shall bear the signature of the
Head Librarian.

1.1.3 Library Registration. Before entering every public service

area, a library user must fill out the registration form with the
required information.

1.1.4 Library Search Tools. For easy and fast access to

information, the BASC Library shall provide users with a web-
based Online Public Access Catalog (OPAC), KOHA Integrated

19
 Library System and other search tools such as local area
network (LAN)-based OPAC, library card catalog, indexes, lists,
and subject bibliographies.

Section 2. Readers’ Services

2.1 Reference Services. This includes basic reference sources (e.g.,

dictionaries, encyclopedias, almanacs, yearbooks, handbooks, manuals,
guidebooks, atlases, gazetteers, biographical sources, bibliographies, etc.) as
well as undergraduate and graduate theses/dissertations.

2.1.1 Objectives
Reference services at the BASC Library shall have the following
objectives:

a. To provide answers to inquiries requiring specific

information;
b. To help library users find information for themselves; and
c. To teach them how to use library resources and how to do
library research.

2.1.2 The Reference Collection

The reference collection shall refer to the basic information
resources needed for reference work. This shall include reference
sources generally categorized as follows: bibliographies, indexes,
dictionaries, directories, encyclopedias, atlases and gazetteers,
handbooks and manuals, bibliographical sources, yearbooks and
almanacs, and pamphlet collections. This shall also include theses and
dissertations.

2.1.3 The Reference Process

Reference process shall be the whole transaction between the
inquirer and the librarian ending up with the solution to the inquirer’s
problem. A basic element in the reference process shall be the
interview which shall be typically shared by the library user and the
reference librarian.

Figure 2 illustrates the procedure to be undertaken in addressing

a reference query.

20
 Analyze the reference query or problem and
determine the information need of the inquirer by
identifying key words, descriptors, or modifiers

Translate the information need into a question

Negotiate the question with the inquirer

Identify the search need (i.e., select reference tools)

and strategies (i.e., identify specific title to search)

Conduct the search procedure

Evaluate the initial response until both the librarian

and the inquirer approve of the product of the
search

Record the query in a Reference Question Slip to

have a ready answer for similar query in the future.

FIGURE 2. Step by Step Procedure of Reference Process

2.2 Serial Services. This includes journals, magazines, newspapers,

annual reports, proceedings, monograph series, transactions of societies, and
other serials arranged alphabetically by title. Maintain also a self-indexed
information file on various subjects clipped from dailies/newspapers.

2.2.1 Objectives
The serial services shall have the following objectives:

a. To provide serial publications in support of the various

programs of the College and the general interest of the College
constituents;
b. To assist library users to identify and find serials to satisfy
their specific purposes; and
c. To teach library users on the use of electronic and online
information resources containing serial publications.

21
2.2.2 The Serials Collection
Serials that shall be acquired through paid subscription shall
entail a high level of selectivity. Priority shall be given to those that
directly support the various programs of the College. Subscription to
local newspapers, magazines, and periodicals shall be based on needs
and demands. Vertical/information files shall form an essential part of
the serial collection. These are not allowed for check-out but can be
photocopied inside the library.

2.2.3 Organization of and Access to Serials

Serial collection shall be organized alphabetically by title until
such time that this will also be classified as the book collection.
Directional signs shall be provided in a strategic place at the serial
services, to inform library users of other special collections or services
of the library which also offer serials.

2.3 Circulation Services

This includes books which relate to and supplement the curricula
offered by the College as well as those for general, cultural, voluntary,
and recreational reading.

2.3.1 Objectives
Circulation services shall be guided by the following objectives:

a. To assist in guiding library users to the locations of

information resources and services within and outside the
library;
b. To promptly provide books requested by library users;
c. To lend cataloged books to legitimate users of the library;
d. To assist library users in the use of the OPACs and other
search tools and make them realize that these are vital keys to
the information resources of the library; and
e. To identify and offer appropriate and adequate information
resources as substitutes for those requested by library users but
are not readily available or have been charged out.

2.3.2. Charging and Discharging

The procedures in charging and discharging of circulation books
for specific purposes shall be as follows:

22
 a. For Inside Reading
Borrowers select books from the OPACs, KOHA or from
the shelves

Borrowers read the selected books

Borrowers should leave the book/s in the reading table

or trolley after use

FIGURE 3. Procedures of charging and discharging for Inside Reading

b. For Overnight Loan

Borrowers select books from the OPACs, KOHA or from

the shelves

Borrowers pull out the book cards, write their full

names on the book cards, and give these to the
librarians/library staff members for checking

Librarians/library staff members stamp the date due

slips

Staff at the main door of the library checks the

borrowed book if it is properly charged

When borrowers return a book loaned overnight, the

librarians/ library staff members collate these,
pull out the book cards with the borrowers’ Library ID
Cards from the file, then cross out the names of the
borrower on the book cards and on the due date slips

Librarians/library staff members return the Library ID

Cards to the borrowers, the book cards to the book
pockets, and the books to the shelves
FIGURE 4. Procedures of charging and discharging for Overnight Loan

23
 c. For Photocopying
Borrowers select books from the OPACs, KOHA or from
the shelves

Borrowers pull out the book cards, write their full names
on the book cards, attach their Library ID Cards, and
give to the librarians/library staff members for checking
and filing

When a borrower return a books, the librarians/library

staff members collate these pull out the book cards
with the borrower’s Library ID Cards from the file, cross
out the names of the borrowers on the book cards, and
on the due date slips

Librarians/library staff members return the Library ID

Cards to the borrowers, the book cards to the book
pockets and the books to the shelves

FIGURE 5. Procedures of charging and discharging for Photocopying

2.4 Reserve Services. This includes books for the different courses in
great demand during each semester.

2.4.1 Objectives
Reserve services shall have the following objectives:

a. To enable faculty members to place information resources on

restricted loan for a limited period (i.e., from “library use only” to
overnight loan);
b. To enhance the teaching process by enabling faculty
members to temporarily supplement library collections in
support of their courses; and
c. To guarantee that assigned information resources will be
made available for students to use when these are needed.

24
2.4.2 Reserve Services Procedures
Faculty submits reserve lists at least two weeks
before classes begin

Librarian/library staff accepts reserve requests from

faculty members

Librarian/library staff prepares lists of items on

reserve and made this available for public
consultation

Remove information resources from the Reserve

Services Section when these are no longer needed

FIGURE 6. Step by step of placing information resources on reserve

2.4.2.1 Charging and Discharging

Charging and discharging of information resources at the
Reserve Services Section shall be the same as those observed at
the circulation services unit for inside reading and overnight
loan.

2.5 Collation
Collation shall entail a thorough examination of all parts of the
books returned by borrowers, to find out missing pages, mutilated
parts, and any other damages. Collation procedure shall be as follows:

a. Check all the pages of the book to see if there are missing
pages, mutilated parts, and any other damages;
b. Sign below the name of the last borrower, and place the book
on the trolley for shelving; and
c. Immediately report to the College Librarian for appropriate
action any damage incurred. The last borrower shall always be
responsible for any damage incurred.

2.6 Shelving

Check the books for shelving if these were collated

Sort books by call number to facilitate shelving

FIGURE 7. Step in shelving books

25
 2.6.1 Shelf-Reading
To maintain the library collection in proper arrangement,
library staff shall regularly check the order of books on the
shelves.

Scan the shelves and examine the call numbers of

the books to see that each item stands on the shelf
in proper order

Pull out and insert misshelved books to their

corresponding places according to their call
numbers

In the case of books returned by borrowers, insert

them to their proper places on the shelves based
on their call numbers
FIGURE 8. Step by Step Procedure of Shelf-Reading

2.7 Library User Education

To maximize the use of the library resources, facilities, and
services and to promote lifelong learning among University
constituents and other library users, a continuing library user education
program shall be carried out.

2.7.1 Objectives
The objectives of the library user education program shall
be the following:

a. To acquaint new library users on the basic information

on using the library including the rules and regulations to
be observed;
b. To show to new library users where the resources and
services are found;
c. To give new library users the opportunity to meet the
library staff who will be serving them later; and
d. To develop library users’ knowledge and skills on the
use of search tools, information resources, and equipment
as well as on proper documentation and bibliography
making.

26
 2.7.2 Activities
To achieve the objectives of the library user education
program, the following activities shall be done:

a. Orientation and guided library tours;

b. Lecture-demonstrations, workshops, and hands-on
exercises on the use of information resources, facilities,
and equipment;
c. One-on-one instruction;
d. Preparation of users’ guides, handbooks, and other
printed and online library instructional materials; and
e. Other activities that shall be deemed necessary.

2.8 Special Materials/Services

These shall include reference books, serials, theses/dissertations,

information files, visual materials such as maps, globes, posters,
pictures, transparencies, video/radio cassette tapes, VCDs/DVDs, CD-
ROMs/DVD-ROMs and other audio-visual and electronic media
materials. Rules and regulations pertaining the use of special materials
shall be as follows:

a. Because of their nature, special materials shall be preferably for

“library use” only.
b. Media materials as well as needed equipment may be borrowed
for classroom and training purposes.
c. Reference books, serials and information/vertical files may be
borrowed for photocopying purposes.

2.9 Collections/Services

2.9.1 Filipiniana Section

This includes books about the country by Filipinos or by

others in whatever subject or language published in or outside
of the country.

2.9.2. Thesis and Dissertation Section

Theses and dissertations in the library are arranged by call

numbers in the shelves according to Library of congress
classification system, The College Librarian is in-charge of
organizing the Theses Collection through cataloging and
classification.

27
a. Cataloging:

 To ensure uniformity in the bibliographical and physical

description of a book, the Anglo-American Cataloging
Rules, 2nd ed., 2002 revision (AACR2) are followed.

b. Classification:

 The Library of Congress Classification Scheme (LCCS) is

used in the organization of materials.

c. Entry to Database

 Every title acquired by the library must be represented in

the Shelf-List Catalog and the Online Public Access
Catalog (OPAC), hence, set of cards are typed and copied
from master processing slip (P-slips)
 From the master P-slips, each bibliographic record is
encoded to the library database using the KOHA
Integrated Library System for real-time updating of
records.

d. Labeling of Books

 To facilitate system arrangement and location of books in

the library shelves, call numbers printed on thesis and
dissertation labels are glued on the lower part of the
spine of the materials.
 With the exception of Reference Books, all materials must
have a card pasted on the back of flyleaf.
 Barcode labels are pasted on the front cover of each book
and uploaded to the database for the automated
identification of the system.

e. Website Uploading of Theses/Dissertation Abstract

 The abstracts of Theses/Dissertation are scanned and

converted into PDF file along with the title and author.
 After the conversion, the PDF file is now forwarded to the
website administrator for uploading on the College
website.

Theses and dissertations shall not be allowed to be

photocopied nor captured. Library users who will be caught
taking picture will be reprimanded for first offense and captured
photo must be deleted by the College Librarian. For succeeding

28
offenses, the offender will be banned from using the library for 1
month. Library users are allowed to photocopy only the approval
sheet of the theses and dissertation.

2.9.3. Audiovisuals/Internet Services

Audiovisuals shall be for film viewing, conferences,

seminars, group discussion and meetings purposes only.
Materials found in this section are Reference books in digital
format or Electronic Resources VHS tapes, interactive
instructional CD- ROMs, VCDs, DVDs, and audiocassette tapes.

The Internet room, located on the second floor of College

Library shall be for academic and research purposes only.

2.9.3.1 Rules and Regulations

a. Internet users should submit their Library Card and log at the
log sheet.
b. Each internet user is allowed to use internet for 1 (one) hour
per day.
c. A policy of one terminal per user should be strictly observed.
d. Problems regarding the use of internet connection should be
reported immediately to the staff in charge at the internet.
e. Social gaming/networking sites are blocked on the computers
(Facebook, Youtube, Twitter, Y8, etc.)
f. Food and drinks are not allowed inside the library.
g. Library users in this area are advised to work quietly.
h. Users who violate these rules will be subjected to disciplinary
action.

2.9.3.2 Free Wifi

Free GoWiFi service provides users with free internet

minutes daily to browse social media, check e-mails, watch
videos, and download files at high speed.

2.9.4 Photocopying Service

This caters to the needs of library users who want to

photocopy or reproduce information through transparencies.
Rules and regulations shall be as follows:

a. Borrowers must ask permission from the librarian at the

desk, and materials to be photocopied must be charged
properly.

29
 b. The cost of photocopying shall be as follows: short
paper – Php 1.00 and long paper – Php 1.50.

2.9.5 Closed Circuit Television (CCTV)

The BASC Library is a common place for the BASC

community that provides information services catering to the
academic and bibliographic needs of the students. Hence, the
library is often plagued with incidence of misdemeanor which
affect the realization of its primary goal of providing resources
for teaching, learning and research.

As part of security measure, the library is installed with

CCTVs to monitor any actions that constitute an offense.

2.9.5.1 Benefits of CCTV in the library

a. It acts as a deterrent to the conduct an offense.

b. It enables attendants to perform functions more
effectively.
c. Recordings can assist in post incident investigation.
d. It can be used to assist with entry control arrangements
into non-public areas.
e. It can provide more general information to assist in the
management of the premises.

2.10 Information Technology Channels

2.10.1 STARBOOKS. This stands for Science and Technology

Academic and Research-Based Openly Operated Kiosk Station
developed by the Science and Technology Information Institute (STII),
an agency of the DOST. It contains thousands of digitized science and
technology resources in various formats (text and video/audio) placed
in specially designed “pods” set in a user-friendly interface. Its special
features are:

a. A stand-alone information kiosk, hence information access is

possible even without internet connection;
b. Information available is read-only;
c. A compendium of S&T information gathered from all over
the world, a one stop S&T information source; and
d. Videos dubbed “Tamang DOSTkarte Livelihood Videos” to
stimulate every Filipino’s entrepreneurial capacity.

30
 2.10.1.1 How to access STARBOOKS

Click “Register Here!”

Fill-up the Registration Form then click Submit

Data.

Login using the User ID provided by the system

and the Password provided by the User.

The user is now ready to explore the STARBOOKS.

The user may now have the access to various
resources such as articles, audios and videos.
Searching.
The user is responsible for logging out of his/her
own account.

FIGURE 9. Step by Step Procedure on how to access STARBOOKS.

2.10.2 Philippine E-Library/E-Journal Project

This project allows BASC to have a free e-Lib subscription to

local and foreign online databases. With this College is entitled to an
unlimited access to the subscribed online databases via IP-
authentication and remote access for research purposes

The Philippine e-Library (eLib) Project is one of the first 11 e-

Government funded projects approved in mid-2003. It was officially
launched when heads of the participating agencies of the National
Library of the Philippines (NLP), University of the Philippines System
(UP), Commission on Higher Education (CHED), Department of Science
and Technology (DOST), and Department of Agriculture (DA) convened
and signed the Memorandum of Agreement (MOA) on 4 February
2004.

31
 2.10.2.1 Objective of the Project

a. To provide access to information to citizens for life-long

learning;

b. To enrich local content in digital format for community and

global access;

c. To build local capabilities and expertise in the creation and

generation of digital information sources;

d. To provide library and information services network to academic

and government institutions for optimum use of resources;

e. To promote and accelerate the exchange of knowledge

resources among various sectors of society, including regional
and international users; and

f. To establish a mechanism of income generation and other

means to sustain the eLibrary.

2.10.2.2 ELIB SUBSCRIPTION / E-JOURNAL

ONLINE DATABASES ACCESS URL

 PROQUEST http://search.proquest.com/
 PHILIPPINE E- JOURNALS http://ejournals.ph
 SPRINGERLINK http://link.springer.com
 *C-ENGAGE (GALE) www.infotrac.galegroup.com/itweb/phbasc
http://www.emeraldinsight.com/token/NS4CE
 EMERALD
7DWFCNIQJ9DXP2U/default+domain
 PHILIPPINE ELIBRARY LOCAL
www.elib.gov.ph
AND DIGITIZED CONTENT

Subscription in other e-journals for different fields is an ongoing process

involving seeking for partnership with private and government institutions to gain
access to electronic journals.

2.10.3 Bangko Sentral ng Pilipinas (BSP) Knowledge

Resource Collection

The BASC Main Library house updated BSP publications such as

books, reports, guides, manuals, primers and brochures, as well as
provides access to online publications and research assistance services

32
 to the stakeholders of the Institution. This information resource is free
and open to the public. This is an information resource sharing
program among libraries in the country which aims to establish a
facility for information and knowledge sharing and to make BSP’s
information materials easily available, and assists the public by
promoting the understanding of the essential economic and financial
concepts and issues affecting the country’s economy.

Section 3. Technical Services

Technical services shall refer to the library tasks carried on that are
concerned with the processing of library materials in order make them
accessible to the users. These shall comprise the functions of selection and
acquisitions, cataloging and classification, preservation, conservation,
deselection, and other related activities.

3.1 Technical Processes (Cataloging and Classification)

The Library of Congress Classification Scheme shall be used to

systematically organize and arrange the information resources of the
BASC Library System. Cataloging and classification shall be the primary
activities involved in organizing information resources for them to be
easily accessed or retrieved.

3.1.1 Cataloging is the process of making entries for a catalog.

In a broader sense, it refers to all the processes connected with the
preparation and maintaining of the catalog, including classification, the
assignment of subject headings, and subject indexing (subject
cataloging). In a narrower sense, it refers to the determining of the
kinds of entry, the headings, bibliographical descriptions (descriptive
cataloging), and references needed for the adequate recording of
books and other materials in a catalog. Descriptive cataloging also
involves the determination of access points by means of names and
titles.

3.1.2 Classification refers to the systematic arrangement by

subject of books and other materials on shelves or of catalog and index
entries in the manner which is most useful to those who read or who
seek a definite piece of information.
Cataloging is a subset of Bibliographic Control, a field in
librarianship which deals with the organization of information.
Cataloging is considered a technical service of a library which all other
services are dependent upon.

33
3.2 Purpose of the cataloging department

a. Organize information

Records exist in all forms including those that are expressed verbally
(i.e music, arts, etc.) It is the role of catalogers to provide organization
to these records.

To do this, catalogers implement standardized and universally

accepted methods of presenting all types of library materials to its
customers. The Anglo-American Cataloging Rules 2nd Edition (AACR2)
is still the best and preferred method of providing bibliographic
descriptions to materials owned by a library. Thus, the BASC Library
follows this method. The Dewey Decimal Classification (DDC) and the
Library of Congress Classification (LCC) schemes are the most common
classification.

Bibliographic records produced and maintained by the BASC Library

is of world-class standards as evident by the MARC21 (Machine
Readable Cataloging – 21st century) implementation, an act initiated
and made popular by no less than the Library of Congress in the United
States.

3.3 Objectives of the Cataloging Section

The objectives of the Cataloging Section are as follows:

1. To organize library materials for effective use by the library

customers through:

a. Cataloging – which is describing each title in

bibliographic terms, according to cataloging rules (i.e.
Anglo-American Cataloging Rules, 2nd ed., 2002 revision)
b. Subject analysis – which is identifying the contents of
each title and representing these by appropriate subject
headings.
c. Classification – which means applying to each title a
symbol representing its place in a classification scheme
designed to arranged books systematically on the library
shelves; and
d. Proper distribution of processed materials to their
respective units /sections.

34
 2. To improve bibliographic control over materials by
participating in the production and maintenance of permanent
bibliographic records for public and staff use in the form of Card
Catalog (composed of the author, title and subject card
catalogs), the shelf-list and the New Acquisitions List; and

3. To facilitate easy access to the bibliographic information of

the library collection through the maintenance and updating of
the Online Public Access Catalog (OPAC) records thru automated
catalog database.

3.4. Cataloging Process and Policies

The BASC Library shall perform the cataloging process to assist

library users and staff in the determination and the location of available
information resources in answer to their specific needs.

3.4.1 Descriptive Cataloging

In descriptive cataloging, the following shall be observed:

a. The International Standard Bibliographic Description

(ISBD) and the Anglo-American Cataloging Rules 2nd
edition (AARCR2) shall be used as tools.

b. The third level of bibliographic description shall be

used to describe the bibliographic record.

c. The areas of description shall include: title and

statement of responsibility, edition, material type, physical
description, series, notes, and standard number.

d. The access points that shall be considered are: personal

author, corporate body, and uniform title.

Personal Author. This shall refer to the person

chiefly responsible for the creation of the
intellectual or artistic contents of a work (e.g.,
writers of books and composers of music shall be
the authors of the works they create; compilers of
bibliographies shall be the authors of these
bibliographies; cartographers shall be the authors
of their maps; and artists and photographers shall
be the authors of the works they create; and

35
 performers shall be the authors of sound
recordings, films, and video recordings). For
example: Whitten, Jeffrey L.

Corporate Body. This shall refer to the

organization or a group of persons that shall be
identified by a particular name and acts, or shall
act as an entity (e.g., associations, institutions,
business firms, non-profit enterprises,
governments, government agencies, projects and
programs, religious bodies, local churches, and
conference). For example: Asian Development
Bank.

Uniform Title. This shall refer to the title which

shall bring together entries for different
publications of the same work, when those
publications shall have different titles proper.

Provide bibliographic description on a 3 x 5-inch

process slip using the ISBD and the AACR2 as
bases of format content.

Search author and title entry in the OPAC

Proceed to subject cataloging and classification.

FIGURE 10. Steps in Descriptive Cataloging

3.4.2 Subject Cataloging and Classification

In subject cataloging and classification, the
following tools shall be used:

a. Library of Congress Subject Headings (LCSH) 25th

edition;
b. Library of Congress Classification Schedules;
c. Filipiniana List of Subject Headings (FLSH) ; and
d. Cutter’s Table.

36
 Using the LCSH and the FLSH, the cataloger shall
provide appropriate subjects for material being
cataloged.

The cataloger shall provide added entries, if there

shall be any, to complete the tracings.

If appropriate subject shall not be available in the

LCSH or the FLSH:
The cataloger shall consult a specialized thesaurus
appropriate to the material being catalogued.
Refer to the OPAC of the Library of Congress,
Philippine e-Library, etc.
FIGURE 11. Steps of Subject Cataloging and Classification

3.4.3 Mechanical Preparation of Cataloged Library Admin

Materials

Encode and print call numbers on appropriate

paper.

Cut and paste call number on the spine of the

cataloged book, 1 inch from the bottom. For spiral
and thin materials, provide call numbers on the left
side of the front cover.

Provide book accessories (i.e., book pocket, book

Shelve cataloged materials at the new acquisitions
card, and due date slip)
display area.
Cover FIGURE
material
12.with
Step plastic for preservation.
by Step Procedure of
mechanical preparation of cataloged library materials

37
 3.4.4 Card Reproduction
a. Encoding of main or author entry/card:
Encode the call number two spaces from the top and
two spaces from the left side of card.

Encode the author’s name at the first indention on the

third line from the top of the card alongside the class
number. Type last name first, followed by the comma,
one space, then first, and middle names or initials. If
main entry is corporate entry, type corporate name as
written in the book. If entry runs over one line, drop to
line beginning at the third indention.

Encode the imprint (place of publication, publisher and

Encode
date ofthe title starting
publication on the second
or copyright indention
date) after just
the title
below the author’s
transcription, a fullname.
stop, aIf space,
title transcription
dash, and aruns
space over,
in
next
the samelinetranscription
and every line thereafterIf start
paragraph. on theis first
copyright used,
type a lower case indention.
letter c before the date.

Encode collation (i.e., physical description of the book,

such as extent of item, other physical details,
dimensions, and accompanying material, if there is any)
next line below the title transcription paragraph starting
on the second indention.

Encode in the series area each series statement before a

full stop, a space, area, such title proper of series, series
author, series number, and subseries.

Encode the standard number.

Encode the tracings (indications of added entry card) at

the bottom of the card just above the hole, starting
transcription paragraph on the second indention.

Encode cards for unit libraries.

FIGURE 13. Step by Step Procedure to Encode main or author entry/card

38
 b. Encoding of subject entries/cards:
Encode in all capital letters on the second line indention.
If the subject runs over, type on the next line starting on
the third indention.

Proceed to steps a.1 to a.7 of Encode main or author

entry/card.

FIGURE 14. Step by Step Procedure to encode subject entries/cards

c. Encoding of added entries/cards:

Encode the co-author/title entry on the second line

starting on the second indention. Capitalize only the first
letter of the first word/ name (articles excluded) and first
letters of proper nouns.

Precede to steps 1 to 7 of Encode main or author card.

FIGURE 15.Step by Step Procedure to Encode added entries/cards

d. Encoding of the shelf-list entry/card:

Follow steps 1 to 8 of Encode main or author entry/card.

Encode the additional accession number/s and

corresponding location/s of the book.

FIGURE 16. Step by Step Procedure to encode the shelf-list entry/card

3.4.5 Filing of Cards

Sort catalog into author/author added entry cards, title

added title entry cards, subject cards, and shelf-list cards.

If a card catalog already exists, interfile alphabetized

sorted cards into their proper order from the top of the
card starting on the second.

If a card catalog does not exist yet, alphabetize the

sorted cards using the ALA rules for filing, then file the
alphabetized cards in their proper order.

39
 FIGURE 17. Steps in filing of cards

ARTICLE VI
COLLECTION MANAGEMENT POLICY STATEMENT

In support to the stated goals and objectives of Bulacan Agricultural State

College, the College Library is developing a unified program on library media
resources and services. The Collection Management Policy provides guidelines for
establishing priorities for the selection and acquisition of library materials and the
criteria for deselection or withdrawal of materials from the collection.

In selecting information resources for the BASC College Library, the librarian
always considers the curricular offerings of the college, the learning needs of the
students, the instructional and research needs of the faculty and the reading interests
of the administrative staff.

The library personnel headed by the College Librarian are primarily

responsible for the quality of the collection, the selection and acquisition of new
materials and deselection (withdrawal) of materials. Collection Management activities
are shared with other members of the college community. Librarian, teaching faculty
and college administration initiate most materials requests. Students and other staff
are also encouraged to suggest additional materials to the collection. The College
Librarian works with coordinators for subject area curriculum committees to ensure
that print and audio visual materials which support the instructional programs of the
college, are added to the collection.

Section 1. COLLECTION DEVELOPMENT GOALS AND OBJECTIVES

The Bulacan Agricultural State College Library serves as the backbone
of research and instruction in the College. As the heart and soul of the school,
the library collection development program aims to build a well-balanced
collection that is geared to serve the informational, research, instructional
and recreational needs of the students, faculty and administrative staff of the
institution.

The specific objectives of Bulacan Agricultural State College Library’s

Collection Development are:

a. To select and acquire materials that will support the instructional and
research program of the College;
b. To expand and update collections of Filipiniana book materials for the
preservation of Filipino culture, heritage, and social values;
c. To provide materials for teaching, research, life-long skills and
recreational reading and viewing;

40
 d. To provide a facility for evaluation of current books and other materials
on different subjects;
e. To broaden the scope and depth of the reference and periodicals
collections and services through increasing periodicals subscription and
acquisitions of general reference books;
f. To disseminate to all sectors of the BASC community the new
acquisitions and to make them aware of the latest materials available in
the library; and
g. To provide periodic monitoring of the book expenditures of institutes
and to make them aware of the status of their respective book funds.

Section 2. Benchmarking

Benchmarking is a comparison of performance measures between

similar entities or against recognized standards. Library benchmarks are
typically comparisons of numerical (quantitative) statistics such as circulation,
visits, and revenues. It is one of several tools, including feedback and
outcomes measurement, that libraries, government agencies and non-profit
organizations can use to measure performance and assess strengths and areas
for improvement. Benchmarking in bigger libraries is for possible linkages and
exchange of library resources.

A yearly benchmarking activity is done regularly to visit bigger libraries

in different SUCs may it be a public or private institution. The benchmarking
activity is conducted to help the College upgrade its library system,
infrastructures and acquisitions to become at par with the other universities
and colleges.

The Library personnel are encouraged to conduct benchmarking to

facilitate a range of studies in various operational areas including client
satisfaction with library services, performance and effectiveness of document
delivery services, availability of sought materials, cataloging, and the re-
shelving of library materials. Within the higher education sector, libraries have
frequently been early and enthusiastic adopters of benchmarking techniques.

Section 3. Selection and Acquisitions

Selection and acquisitions shall be the two primary processes involved
in developing the collection of the College Library System.

3.1 Selection of books

Selection of books at Bulacan Agricultural State College is
vested on the Library Committee consisting of VP ACSA, the
Deans of Institutes, the College Librarian and Student

41
 Representatives. The deans, as well as the faculty members,
examine the books. Requisition is made by the librarian after
their recommendations for purchases are concurred in by the
College Librarian who makes careful and periodic study of the
needs. This process is being done annually alongside with the
preparation of the Annual Procurement Plan.

The College Librarian and the staff members spearheaded by the

acquisitions librarian shall be charged with the selection of information
resources with the recommendations and assistance from those who use the
library such as administrators, the Library Committee, faculty members,
researchers/subject specialists, extensionists, other non-teaching staff
members, and students.

Selection of information resources for purchase shall be done through

organized book fair exhibits and based on recommendations by the different
Institutes. This shall ensure the selection of appropriate information resources
to be included in the existing library collection.

Selected books for purchase shall be entered into the Book Requisition
Slip by the selector providing the following information: Author/s, Title, Place
of Publication, Publisher, Edition, (if there is any), Copyright/Publication Date,
Number of Copies, Paper Quality, Binding, Approximate Cost, Requester,
Department/College, and Remarks.

In general, the library’s policy on book purchases is to procure the best

books that will satisfy the needs of the library users within the budget
limitations.

3.1.1 Criteria for selecting non-fiction books

a. Timeliness. Only books published within the past three (3)
years from the current date, except on Literature, History, Fine
Arts and Filipiniana materials
b. Appropriateness to curricular courses by the College
c. Relevance to the needs of the community
d. Instructional and research values
e. Authoritativeness (i.e., the credibility of the author and
publisher)
f. Format (i.e., the quality of paper, presence of illustrations and
readability)
g. Cost. Book dealers who meet the specifications of the book
with lowest prices will be considered in purchasing

42
 3.1.2 Criteria for selecting fiction books
a. Literary quality
b. Popular appeal
c. Originality
d. Aesthetic presentation
e. Format

3.1.3 Criteria for selecting electronic resources

a. Value. Content, format, physical condition, and cost

effectiveness (anticipated use versus cost).
b. Collection level. Appropriateness of the subject content and
intellectual level of material to the stated subject collection
development level.
c. Authority. Originates from a recognized authority on the
subject.
d. Currency of information.
e. Access. Availability from an external source through electronic
access, interlibrary loan, document delivery, or another source.

3.1.4. Scope of the collection

a. Resources should provide the needed information of Bulacan
Agricultural State College.
b. Collection should include reference for general topics.
c. Collection should contain resources needed for various
courses offered by the College.
d. Collection should contain periodicals, e-materials (e.g. e-
books, etc.), and other non-book materials that will support the
user’s search for relevant and current information.
e. Collection should include recreational, popular, and fictional
materials such as classics and novel to meet the interest of the
customers.
f. The collection should contain opposing views on controversial
issues which are of interest to the users.
g. Collection should include Filipiniana and local history
materials.

3.2 Filipiniana materials

The foregoing selection criteria are applied with more tolerance
considering the scarcity of local publications in the book market.

3.3 Acquisitions

43
 This shall refer to the process of obtaining library materials
selected for inclusion in the collection through purchases, gifts, and
exchanges. It shall focus primarily on the procedures required to
actually procure the resources identified through selection.

3.3.1 Mode and Procedure of Acquisition

3.3.1.1 Purchase shall be done through organized book fair

exhibits and recommendation by the different Institute. This shall
ensure the selection of appropriate information resources to be
included in the existing library collection.

Selected books for purchase shall be entered into the book

Requisition Slip by the selector providing the following information:
Author/s, Title, Place of Publication, Publisher, Edition, (if there is any),
Copyright/Publication Date, Number of Copies, Paper Quality, Binding,
Approximate Cost, Requester, Department/College, and Remarks.

In general, the library’s policy on book purchases is to procure

the best books that will satisfy the customers of the library within the
budget limitations.

a. Alternatives to Acquiring Information Resources through

Purchase. The following alternatives shall be done to augment
the financial resources of the College for the acquisition of
information resources:

 Establishing partnerships/linkages;
 Seeking out sources of gifts and exchanges;
 Acquiring and organizing supplementary sources (i.e.
vertical/information files);
 Encouraging instructional production/development by
instructors/professors.
 Identifying free-based online information resources.

The following procedure shall be observed in acquiring

additional books:

44
 Request Processing
Bibliographic information of each item shall be assessed,
completed, and organized by subject.

Preorder Work
Involve bibliographic verification or searching.

Consult the OPAC, Shelf- List, and Accession Number of the

books
To determine the number of copies of a certain title available in
the library.
To determine the need for additional copies to be acquired.
If a card catalog does not exist yet, alphabetize the
sorted cards using the ALA rules for filing, then file the
alphabetized cards in their proper order.

Materials to be purchased shall be listed in the Annual

Procurement Plan of the College, Project Procurement
Management Plan and Purchase Request (PR) form signed by the
At least 3 quotations from the supplies will be received by the
College Librarian, VP for Academic Cultural and Sports Affairs,
PhilGeps Coordinator and will be forwarded and evaluated by the
Accountant, and approved by the College President then the
end-user and the Technical Working Group.
Supply Officer will accomplished the PR.

The TWG will make a recommendation of the chosen supplier to

If PR is amounting P49,999 this is subject for canvassing.
the Bids and Awards Committee. The BAC secretariat will then
Ifproduce a Notice
the PR will of Award
reached signedPhp
the amount by the BACand
50,000 Chairperson
above, theand
PR
members to be posted on the PhilGeps website.
will be forwarded to the PhilGeps Coordinator for PhilGeps
posting.
The BAC secretariat will make a contract and Notice to proceed to
be signed by the bidder and the TWG.

The procurement staff will now prepare the voucher for payment
signed by the concerned personnel and then release the payment
of the purchased acquisitions.

45
FIGURE 19: Step by Step Procedure for Purchase Acquisitions Process

3.3.1.2 Gifts. A gift is defined as library materials offered by a

known person or persons, corporation, institution or agency that the
BASC Library may choose to accept. BASC Library accepts gifts of
materials or funds on the basis of the relevance of these gifts to its own
holdings and the interest of the schools which it serves. The gifts must
have a major educational contribution to the institution, and in
enriching research and teaching.

a. Guidelines with regard to gifts

 Gifts and/or donations are subject to the same criteria of

selection that applies to purchase materials.
 Separate or special shelving for gift items is not provided. Gifts
will be placed in the circulating collection of the library unless
they meet the criteria for the reference or archive collection
areas.
 Bookplates indicating that the item is a gift will be placed on
the item if the donor desires.
 Whatever money the library receive as gift, it will be receipted
by the cashier for proper accounting and auditing and will be
used as part of emergency fund of the library.
 Librarians have the option to decide which part of the gifts
should be accepted or integrated into the collection, and which
may be discarded, sold or exchanged.
 The library has the right to refuse gift collection especially when
the cost of processing the material exceeds the value of the
collection.
 Books donated which are not useful in the library collection
may be discarded.
 Memorial gifts are accepted using the same criteria as purchase
materials. Memorial bookplates are placed on the item.
 Whatever gift is received should be acknowledged promptly
through letter, telephone call or personal talk to the donor. It is
important that all gifts are properly acknowledged. A letter of
appreciation should be sent by the librarian in response to each
and every gift to the library. Gifts are acknowledged via
correspondence within five (5) days upon of the receipt the gift.
Donors of collection will receive a confirmation on the number
of items donated.

In accepting gifts, the procedure in Figure 20 shall be followed.

46
 The donor should contact the College Librarian for the
arrangement of the gifts.

The College Librarian will request a list of gifts to the

donor.

Before the gift is delivered, the donor should contact the

College Librarian. (Donors are encouraged to provide a
lift of materials, including the name/title, date and
general condition of the materials.

TheKeep
Library
thestaff willofsearch
record the title/name
how many of the gifts
gifts are received for on
the Integrated Library System.
statisticsIf matching records are
found, add to system. If not, send it to cataloging
section.
When the gifts are delivered, the donor must include a
signed copy of the Donor Record Form and Deed of Gift
If gift materials are not needed
Form. to our collections, they
will be offered to other BASC Library friends for their
annual book sale,
The Librarian will donation, exchanged
send the donor or transferred to
an acknowledgement
other Library
letter.linkages
FIGURE 20. Step by Step Procedure for Accepting Gifts

3.3.1.3 Exchange refers to the process by which books or other

library materials are exchanged between the BASC Library and another
library, institution or organization.

The exchanged materials are to be governed by bilateral cultural

exchange agreements. Both sides will exchange a list of publications on
offer and might submit a demand list. The custom followed is barter of
item against item regardless of its cost. However, an account is to be
maintained of the cost of the materials received and supplied. The

47
 decision for accepting exchange offers and the benefits of offering
items in return, or for procuring demanded items in any other way, will
rest on reviews carried out by the College Librarian. The College
Librarian will have the responsibility of carrying out the exchange
procedures and maintaining records.

3.3.1.4 Regularly communicate with different organization to

seek more related books through electronic mail or hand-carry letter of
free publication availment.

3.4 Ordering, Order Placement, and Receiving. The procedure in

Figure 21 shall be observed in ordering, order placement, and receiving. The
College Librarian must keep track of all materials acquired. Delivery receipts
and invoice are kept for as long necessary.

Books received are checked against delivery

Books are collated to make sure that no pages are

missing or that they are not defective in other ways.

Items found to be defective or other than those ordered

are then set aside and later returned to their source as
soon as possible.

FIGURE 21. Step by Step Procedure of

Ordering, Order Placement, and Receiving Procedure

Section 4. Deselection or Weeding

Deselection or the systematic withdrawal of defective, obsolete, and

worn out books of non-core volumes from a primary collection of the
library is done periodically. Rejecting, removing or weeding of materials
from the library shelves save space and make a room for new materials.
Deselecting or weeding shall also be done to maintain quality collection. The
following criteria for deselection or weeding shall be considered:

a. Books that are infested, shabby or worn out

b. Badly printed books that are unreadable
c. Books which are beyond repair
d. Books with too many missing pages
e. Superseded editions
f. Obsolete books, especially in science and technology
g. Unused books for the past 5-15 years

48
 h. General references maybe deselected base on academic library type
standard which is done after 10-15 years except General references on
History, Literature, Fine arts, and Filipiniana materials.
*BASC is under academic library type and cannot adopt the standards
of the National Library.

4.1 Weeding and Replacement

Weeding and selection are intertwined. Both keep the collections

functional and current. Live and active library collection provides rooms for
weeding subject to government and College policies and procedures.
Weeding shall be done regularly during summer not later to avoid disruptions
of library usage.

The process of disposal of materials shall be as follows:

Conduct an inspection of the unserviceable equipment

or property to verify justification for disposal.

Appraise the disposable equipment or propriety.

Prepare an Inspection Report / Weeded materials report

which shall indicate the following, among others:
•Description, quantity and specifications of the
equipment or property;
•date of purchase;
•acquisition cost;
•physical condition;
•appraised value;
•Remarks/ recommendations.

Report will be submitted to the Supply officer who shall

transmit the same to the proper Disposal Committee
and shall be used as basis for its decisions.

FIGURE 22. Procedure in Disposal

49
4.2.1 Criteria for weeding

a. Last date of circulation. If the material has not been used in ten
years, it is weeded. Conversely, where the material is being used
constantly, it should be kept in good condition, possibly duplicated.
b. Physical condition. Items in bad condition are weeded, although a
decision must be made whether to replace it or not. Worn out materials
due to high demand shall be repaired and/or replaced. On the other
hand, worn out materials that are no longer in demand and/or obsolete
shall be discarded from the collection.
c. Timeliness. The following materials shall be discarded from the
collection:
 Out-of-date materials, particularly in the Sciences and
Technology. However, materials on History, Literature and
Philosophy do not always become obsolete based on their
publication or copyright dates. Some of them may even
become rare materials as they become older.
 Materials no longer in demand or do not support the
curriculum or current college programs.
 Superseded editions no longer used. Careful evaluations shall
be made for newer and older editions before discarding or
else both shall be maintained.
d. Reliability. Viewpoints change and must be reflected in the
collection. Past years’ reliable explanations may no longer be useful,
particularly, if there are good titles that support the outdated view.
e. Language. Where changes of the teaching programs or the activity
of the library have outstripped books in foreign languages they should
be discarded. Languages other than English and Filipino shall be
checked gradually.
f. Ephemera. Certain subject areas which are no longer used, are no
longer timely, or no longer reliable, shall be weeded out from the
collection.
g. Duplicates. When there are many duplicates and none seems to be
circulating or used, all except a single copy is discarded. At a later date
(one or two years) the single copy shall be reconsidered for weeding.
In addition to the above criteria, legal bases on weeding shall be
recognized. Required forms (such as the form used for reporting waste
materials) shall be used and shall be signed by concerned officers.

4.2 What not to Weed

The following factors shall be considered on what not to weed:

50
 a. Research value. Materials with research potential shall not be
weeded out from the collection (e.g., materials in humanities and
social sciences).
b. Out of print. Out of print titles which are still of use shall be
retained.
c. Local. Local History, Humanities, and Social Science materials shall
be retained, no matter what their condition or lack of use.
d. Balance. When the weeding of a title is going to throw off the
balance of materials in a subject area, careful thought shall be given
to the decision. For example, a certain title may be the only one
available in population studies, although it is outdated and in poor
condition.
e. Rare items. Care must be given to weeding valuable material; no
matter how little it is used.
f. Listing. If the material is listed in a standard current core
bibliography, it may be retained. Standard lists shall be considered
in deciding what to retain or not and/or replaced.

4.3 Procedures for Deselection

Locate on (book shelf) books that are to be deselected.

List deselected materials.

Withdrawal remarks are written in the accession record

and shelf list files for proper identification, guidance, and
future reference.

Catalog cards of deselected materials are pulled out

from the card catalog.

Deselected materials can be transferred to the

stockroom, donated to other libraries or sold to junk
purposes, not to be burned.

FIGURE 23. Steps by step procedure for Deselection

4.4 Duplication and Reproduction of Materials

BASC Library recognizes and adheres to the provision of Section 188

of the R. A. 8293 otherwise known as the Intellectual Property Code of the
Philippines regarding the duplication of material, which states:

51
a. Any library or archive whose activities are not for profit may, without
the authorization of the author or copyright owner, make a single copy
of the work by reprographic reproduction.

b. Where the work by reason of its fragile character or rarity cannot be

lent to user in its original form.

c. Where the works are isolated articles contained in composite works

or brief portions of other published works and the reproduction is
necessary to supply them, when this is considered expedient, to
persons requesting their loan for purpose of research or study instead
of lending the columns of booklets which contain them;

d. Where the making of such a copy is in order to preserve and, if

necessary in the event that it is lost, destroyed or rendered unusable.
Notwithstanding the above provisions, it shall not be permissible to
produce a volume of work published in several volumes or to produce
missing tomes or pages of magazines or similar works, unless the
volume, tome or part is out of stock…”

52
 ARTICLE VII
OPERATION, CONTROL AND SUPERVISION

Section 1. Authorized Users

The resources of the College Library are open to the following, subject to the
rules and regulations governing their use:

a. All bonafide members’ students, faculty, and staff of the schools in

campus;
b. BASC alumni and former students honorably discharged from the
College upon presentation of alumni identification card and use the
library resources within library premises;
c. Graduate and Undergraduate students of the different institutes of
the College; and
d. Scholars/Researchers and members of other educational institutions
and agencies, and other private individuals, if permitted by the
regulations of the library.

Specific provision for external clients includes:

1. Any client not connected with Bulacan Agricultural State

College or local residents who wants to avail of the services of
the Library must present the following:

a. Validated school ID or Library Card, Employee ID, or any

Valid ID from the government.
b. Request/Referral Letter from the Librarian of the school
he/she is presently enrolled. (If client is a student).

2. He/she can use the Library resources inside the Library

premises only.

1.1 Library Log In Practices

a. All library users are required to log in upon entrance and log-out
before leaving the library.
b. Lending the College Library Card may subject the owner of the card
to a fine of Php20.00 for the first offense, and at the rule of the
librarian. Second offense, merits suspension of library privileges for not
more than 2 weeks.
c. Library courtesy should always be observed, i.e. priority is given to
the student who makes the first demand for the material.

53
 d. The library adopts the open shelf system. Therefore, library users are
requested to deposit their bags and belongings, i.e., folders, umbrellas,
and etc. except for valuable things to be placed at the baggage counter
upon entrance.

Section 2: Utilization of Resources

a. The College Library Card serves as the pass in the use of the library and its
resources. The NO ID, NO ENTRY is strictly enforced. The Library card is
presented upon entrance and every time a book or material is borrowed.
b. The Library card is non-transferable. Library privilege should be exercised
personally. The owner of the ID card is responsible for materials borrowed on
it. Anyone found lending or using someone else's ID card will be penalized.
c. Lost Library Card will be replaced after one week. The amount of twenty-five
pesos (Php 25.00) pesos will be charged to those who will apply for a
duplicate and change of library card provided the old is surrendered.
d. The Library card is validated every semester.
e. General reference books, pamphlets, serials, theses/dissertations and other
restricted materials are for inside reading only.
f. A lost book must be reported immediately to avoid accumulation of fines. It
must be replaced with the same kind or paid not later than two weeks after
the librarian has been notified of the loss.
g. Students will not be allowed to borrow books for home use one (1) week
before the final examination.
h. Bringing any bag or attaché case into the open shelf area of the library shall
be prohibited.
i. Smoking, excessive noise, unpleasant behavior, disturbance or any other
misdemeanor interfering with the proper use of the library shall be forbidden.
j. Cell phones must be set on silent mode.
k. Eating shall not be allowed in the public service areas.
l. Silence must be firmly observed inside the library. Loud conversations,
loud laughters, and other unnecessary noises are strictly prohibited.
m. The library must be kept clean. Littering on the table or floor is not allowed.
Waste baskets are purposively provided inside the library to maintain
cleanliness.
n. All borrowed materials should be returned promptly. Borrowing period
varies with the type of materials, as follows:

54
 Kinds of Material for Loan Period Overdue Fines
Circulation

General Reference
Books

(e.g. encyclopedias, Not for Check-Out N/A

dictionaries, atlases,
books in sets and the
likes)

General Circulation For Students: 3 books for

3-7 Days Php10.00 / day
(Includes International &
Filipino Authors) For Faculty: 3 books and (excluding Saturdays,
can be returned at the end Sundays and Holidays)
of the semester

Php 10.00 / day

Php 2.00 / appointed hour
1 book for Overnight Use Php 1.00 / succeeding hour
Reserve Collection
(excluding Saturdays,
Sundays, and Holidays)
Php 10.00 / day
Php 2.00 / appointed hour
1 book for Overnight Use Php 1.00 /succeeding hour
Filipiniana Collection
(excluding Saturdays,
Sundays and Holidays)
Php10.00 / day
Fiction Book 2 fiction books for 1 week
(excluding Saturdays,
Sundays and Holidays)
Theses / Dissertations
Not for Check-Out N/A
Collection

Can be charged-out only

when the faculty needs
Serials, maps and them for classroom
N/A
globes instruction. Materials have
to be returned right after
the class.

55
 Can be charged-out only
when the faculty needs
them for classroom
Audiovisual Materials N/A
instruction. Materials have
to be returned right after
the class.

Section 3. Circulation of Books

a. Library users shall not be allowed to borrow if they still have overdue books
or unpaid library accounts.
b. As a general rule, a book for home use is loaned from 4:00 PM and should be
returned on or before 9:00 AM the following class day.
c. To renew, the borrower must present the borrowed book first before
requesting for renewal. A loan may be renewed twice if nobody demands it.
d. The College Librarian can recall any borrowed books before the due date. A
recalled book must be returned within 3 days from the date of recall notice
from the library, otherwise the material shall be considered overdue after this
date.
e. Borrowers who fail to return or renew books after two recall notices shall pay
the charges to the College Cashier, and shall be given disciplinary actions for
non-compliance to rules.
f. Damaged book, torn pages or marked pages must be reported to the
College Librarian as soon as these are noticed and shall be subjected to
pertinent rules. Damaged books refer to those which are no longer usable as
assessed by the College Librarian or Unit Librarian.
g. A lost book must be reported immediately to the College Librarian.
Borrowers shall be required to replace a lost book and to settle this within 30
days from report of loss. In case an actual replacement is not possible, library
books lost by users shall be replaced by related books as determined by the
Head Librarian.

Section 4. Guidelines in Borrowing Books for Teaching and Non-Teaching Staff

To minimize problems with unreturned books by some faculty and staff and to
give our students the maximum opportunity of using library books, the following
guidelines shall be strictly observed:

a. All Library users should sign the book card before the issuance of the book.

56
 b. Library user may be allowed to borrow a maximum of 3 books at a time for a
maximum of 4 months subject to renewal if not in demand.
c. Books that are limited in number are not allowed for home loan use. They
may be used for an hour for reproduction.
d. Duplicate of books may be borrowed by the faculty or heads of departments
for a semester. However, recall of books may be done any time for the need
of other library users.
e. No Library user shall be allowed to borrow (home loan use) library book
unless he/she has returned books previously borrowed. Record of the
borrower shall be checked first before the issuance of any books.
f. General reference books, serials, such as newspapers, magazines, journals,
theses and dissertations and other non-books materials are for library use
only.
g. A lost book while on loan should be reported immediately to the librarian.
The book should either be paid or replaced with the same title or of later
edition.

Section 5. Borrowing Procedures

5.1 Manual system of borrowing

The manual system of borrowing adopts the modified Anglo-American
Cataloging Rules 2nd edition (AARCR2), Platonixz Library System, and KOHA
Integrated Library System.

The system makes use of:

a. Book cards bearing call number, author, and short title for each.
b. College ID (bearing name, address, etc.)
c. Book pocket, which reports information on book card.
d. Due date slip
The following steps are devised for all the borrowers in the BASC
Library and shall be implemented strictly unless otherwise revised or altered.

57
Check the card catalog / Platonixz Library System and
KOHA Integrated Library System to verify if the book is
available in the library.

Get a piece (slip size) of paper, copy the call number,

author, and title of the book and location symbol.

Present the call number to the Librarian/ circulation

assistant desk for verification.

If the book is available, present validated library card for

proper charging.

Sign the book card (inserted in the pocket pasted at the

back cover of the book) with his/her full name.

Present the filled up book card with book to the

Librarian at the Circulation Desk.

The Librarian Stamps in the due date slip when the book
will be returned to the library.

Note: Book may be returned before the due date, but is

considered overdue if returned to the library later than
the date started in the card. The book may renew after
its due date if there is no demand for it.

FIGURE 24. Borrowing of Books Procedures

58
 5.2 Borrowing by Library personnel
Library personnel are entitled to borrow from the library provided all
normal circulation procedures are carried out. The procedure below shall be
followed:

Sign the book card (inserted in the pocket pasted at the

back cover of the book) with his/her full name

Present the filled up book card with book to the

Librarian at the Circulation Desk.

The Librarian writes the date in the due slip when the
book will be returned to the library.

Note: Book may be returned before the due date, but is

considered overdue if returned to the library later than
the date started in the card. The book may renew after
its due date if there is no demand for it.
FIGURE 25. Borrowing of Library Materials for Library Personnel

Section 6. Loss of Library Privileges

a. Non-compliance with the library rules and regulations shall result in the
suspension of the library privileges of the offender.
b. The College Librarian or unit librarians can expel from the library building
anyone who disturbs or annoys others or who is damaging books or any
other property of the library.
c. The College Librarian or unit librarians shall send a written warning to a
borrower who fails to return a material after two recall notices have been
sent.
d. If the written warning is ignored, the College Librarian or unit librarians
may suspend temporarily the borrowing privileges of the offender until
the material is returned and the accrued fines are paid.
e. If the offenders refuse to pay for the outstanding charges, such as fines,
replacement costs of damaged books or repair of damaged properties,
the College Librarian or unit librarians can withhold their borrowing
privileges until their accounts are cleared or subject to pertinent
institutional rules.
f. Repeated offenses may lead to total loss of library privileges, including the
use of any of the unit libraries. These may also lead to disciplinary action
as provided under the College rules for Library User conduct.

59
Section 7. Handling Fines and Lost Materials

a. Library privileges of students with unsettled accounts are suspended.

b. Mutilation and stealing of library materials. Any Library User who shall
willfully, maliciously or wantonly tear, deface mutilate, injure or destroy any
book, pamphlet, periodical, manuscript, map and other college library
materials and property shall be punished.
c. If the library material (Books, serials, audio-visual and other non-print
materials) is lost, the borrower should notify the librarian. It may either be
replaced with an exact copy of the material or paid with its price plus the
processing fee of fifty pesos (Php 50.00) within 30 days after date of report of
loss.
d. The levy overdue charge may be stopped effective on the date of notice of
loss. If the book is found, fines collected will only be from the time the loss
was reported to the time the book is returned.
e. There will be a fine ten Pesos (Php10.00) per day, excluding Saturdays,
Sundays, and Holidays for every unreturned books, but not exceeding the
price of the book.
f. Payments of overdue fines should be made directly to the Head Librarian
or Library Staff-in-charge.

Section 8. Lost Materials Records

8.1 Lost but Paid

a. A record of lost material but paid is maintained. Payment of the lost
materials should be made at the Cashiers’ Office.
b. The note “lost” and the date the material was lost, official receipt no.
and its date are indicated on the accession record.
c. Library staff in-charge is notified of the lost materials and the shelf list
is marked lost with the date of loss.
d. Library staff in-charge withdraws completely the record from the card
catalogue except those with accompanying added copies which are
not lost.

8.2 Lost but Replace Book

a. Replacement of the book lost should be the exact copy of the book.
b. The following should be checked before accepting the replacement:
 copyright date of the book;
 publisher;
 title of the book;
 author;
 the format whether it is cloth bound or paper bound; and
 ISBN

60
Section 9. Renewal of Books
To renew a borrowed book, borrowers should bring the book to the
Circulation Desk for renewal of the due date. The following procedure is observed:

Bring the book to the Circulation Desk for renewal of the

due date.

Check the due date files, withdraw the books and

reissue.

Write the date on due date slip and the book card.

Give the book card to the borrower and complete all the
information needed in borrowing books.

FIGURE 26. Renewal of Books Procedures

Section 10. Library Clearance

To ensure that library users have no accountabilities before they shall go on

vacation, leave, or separate from the College, they must secure a library clearance.
Rules and regulations pertaining library clearance shall be as follows:

10.1 Employees

a. Library clearance for faculty members whether regular, temporary

and contractual is required to clear himself/herself from any library
accountabilities every end of the semester.
b. BASC employees granted scholarship, either academic or short-
term training grants, for a period of at least one month is likewise
required to get a library clearance.

10.2 Students

a. All students (graduating and non-graduating) are required to get

their library clearance within one week after the final examination.
b. Students applying for honorable dismissal, transcript of records,
and diploma are likewise required to get library clearance.

61
 ARTICLE VIII
PRESERVATION OF LIBRARY COLLECTION

The primary objective of preservation of the library collection is to guarantee

that the collections last in good condition for as long as they are needed.
Preservation should never be limited to the treatment of a few select items. The most
cost-effective way to establish longevity is to prevent deterioration.

Section 1. Care of the Books Collections

1.1 Requirements for the proper care of the collection:

a. Adequate space for the storage of books, with proper control of

temperature and humidity.
b. Space at the end of the shelves to allow for expansion without a
constant shifting of volumes.
c. Liberal use of supporters to hold books in place.
d. Special shelving for quarto and folio books which require careful
handling.
e. Provision for housing rare and finely ported materials.

1.2 Books like other materials things, wear out, and it is necessary to make
a continuous check in the collection to find worm volumes which need to
be mended or rebounded. The decision to rebind, replace, or withdraw a
worm volume is based on answers to such questions:

a. Is the title available in a better edition?

b. Is there a later edition or more recent materials in other books?
c. Is the old edition important for historical purposes or does it
gives certain value that are not in a more recent edition?
d. Is the title out of present and difficult to replace?
e. Are there several duplicate copies which are no longer in use
lying idle in the shelves?

Section 2. Physical Upkeep of Material

2.1 Making final decision on items to be bounded mended or discarded

The duty is professional to the extent that decision requires knowledge

of the value of books from the standpoint of demand, content, and rarity. It
also requires judgment as to relative cost and feasibility of binding and
mending, the extent of usefulness, both present and potential, of the items in
question and the possibility of replacement.

62
2.2 Negotiating with Binding Agent

Negotiation concerns such as price, standards of materials and

workmanship, and the length of time the material must be inaccessible. The
negotiations may be merely verbal or they may involve detailed contracts.

2.3 Supervising Upkeep Processes

This duty includes checking on the quality of work done for the library
by commercial or other binderies and on the efficiency of the mending and
preservation methods within the library. Occasional conferences on the
physical condition of the library collection will stimulate suggestions for
improvements in methods and procedures.

2.4 Preliminary Sorting

This duty includes the sorting of books that are in poor condition, into
large groups consisting of those which are completely worn out, those which
must be rebound if they are to be retained in the collection and those which
can be mended if it is decided they are worth the time. The final sorting has
been described under the professional duties section.

2.5 Cleaning and Treating for Prevention

Books in constant use require frequent cleaning of both covers and

pages. This is done by washing, erasing, and using various commercial
cleaners. Special skill and knowledge of materials and methods are necessary
where rare books are concerned. Certain bindings such as leather, sheepskin,
and vellum require special treatment at intervals to prevent drying and
cracking.

2.6 Repairing

This duty involves a careful examination of the book or other item to be

repaired, deciding on the kind of treatment needed and selecting materials
best suited to do the work. The rest is a matter of neat and careful handwork
and skill in the use of book repair tools and equipment. Repairing include such
processes as mending torn leaves, inserting loose leaves, sewing in loose
signatures, re-casing books which have broken away from their covers, putting
on new backs and covers, reinforcing fragile maps and plates. Repairing rare
items involve special care.

2.7 Duplicating Missing Pages

When the book has one or two missing pages but it otherwise
repairable, the missing text is sometimes typed from a duplicate copy to be

63
 put in the proper place when the volume is repaired or rebound. The BASC
Library reproduces missing pages by a photocopying process.

2.8 Disinfecting Books

This consists of disinfecting by one of several approved methods,

books which have been in quarantined house or in possession of someone
with an infectious disease. Most health authorities now agree that exposing
the pages to sunlight is all that is necessary and many libraries no longer
fumigate books.

2.9 Preparing Materials for Binding

The amount of detail involved in this work varies according to existing

agreement with binding agents. In the case of newspapers, magazines or
serials, the tasks includes arranging and tying together the separate items
that are to be bound in each volume and indicating exactly what is to be
printed on the cover.

2.10 Keeping Bindery Records

Part of the bindery process consists of keeping a charge record of the

titles and volumes of materials sent to the bindery, and discharging them
when they are returned. Record showing the number of circulations before
binding and between binding and discarding are often kept as a guide in
formulating policies in physical upkeep. A check of the materials against the
binders’ invoice is made when shipments are returned.

2.11 Inspecting Books Returned from the Bindery

This consists of examining the volume to see that they are complete
and in the case of periodicals and other serials that the numbers are in proper
sequence. The printing on the cover must be checked to be sure it is correct
and the quality of materials and workmanship will also be examined.

Section 3. Care, Handling and Storage of Books

 Damage to a book is cumulative. The repeated incorrect handling and storage

of a book can quickly transform a new book into a worm or even an unusable
one. Proper storage in stable, cool, clean, non-humid environment can
prolong its life.
 The environment around the book is a major concern because unacceptable
levels of temperature and humidity will accelerate deterioration. For example,
the high humility in an attic or basement can promote mold growth, cockle
pages, and attract insect. Extremely low humility, as found above hot radiators,
can dry out leather building.

64
  Direct sun-light, with a large ultraviolet (UV) component, will fade leather and
cloth. Blue leather fades it to dull green and red leather to brown, especially
along the spine of the book.
 Dust, dirt and grime from handing can adversely affect books as well. Many
people shelve their books in closed glass cases away from brightly lit windows
or damp exterior walls to minimize the amount of dust and grime that will
accumulate.
 How we handle and use book contributes to its longevity. If a book will not lie
flat, do not use force to open. The covers should always be supported when
the book is open.
 Many books are damaged by the habit of pulling the books off the shelf with
the head cap or the top of the spine. It is a much better practice to push the
two adjoining books inward and remove the book by grasping the spine.
 Place similar sized books, next to other on the shelf vertically, packing them
neither too loosely nor tightly. This will help to prevent warping of a tall book
next to a short book.
 The use of paper clip and marking pens to make notations should be
discouraged since clip will rust or crimp the pages and pens often bleed
through the pages, obscuring the text.
 The folding of page corner is also damaging as it will often cause the page
corner to break off over time.
 The practice of using rubber or string to tie-up a book should be avoided
because both will cut into brittle pages and damage fragile corners. A flat, soft
ribbon (such as cotton twill tape), can be used to tie up the books as an
immediate and temporary solution. An excellent way to protect fragile books
is with a box that is custom made to the dimension of the book. Books with
dry flaking leather covers can be wrapped in adjoining books and the rest of
the pages.

Section 4. Emergency Drying Procedures of Water Damaged Collections

4.1 Safety Precautions. Wear protective, latex gloves and long sleeves. If
mold is present, wear a respirator. Some mold species are toxic; if any health
effects are observed, contact a doctor and / or mycologist. When cleaning
items with dry mold, make sure the mold spores are drawn way from you (i.e.
by the use of a vacuum cleaner). Wash your hands after handling materials
with mold.

4.2 Air–drying. Use fans to provide maximum air circulation. But do not aim
fans directly at the drying materials. Absorb excess moisture using a clean
sponge, paper or bath towels. Do not blot on hand-written ink of fragile
surfaces. Do not use printed newsprint for blotting for ink can transfer.

65
4.2.1 Air-drying Paper Documents, Maps, Posters, etc. Paper is very
fragile when wet and must be handled with care and provided with
adequate support. Blot excess water off the documents. Do not attempt
to separate individual items while very wet. You may leave them in
stacks on higher than one fourth to dry.

If pages cannot separate safely they can be interleaved using

absorbent or separating materials, such as waxed paper. Change
interleaving materials until item is dry.

Clean, undusted window-screens stacks with bricks or wood blocks

between them will provide a drying surface with maximum air
circulation. If drying items on a hard surface, cover area with maximum
air circulation. If drying items on a hard surface, cover area with
absorbent materials and change when wet. When items are almost dry,
place them between protective sheets such as unprinted newsprint and
put a light weight on them to flatten.

4.2.2 Air-drying framed items. Place the frame glass-side and

remove the backing materials. Carefully remove object and air-dry. If
the object is stuck to the glass, do not remove, instead dry frame with
object inside, glass side down on a flat surface.

4.2.3 Air-drying Books. Fan books open and stand on top or

bottom edge; never stand hem on the front edge. Stand book on driest
edge first to provide support. As the book dries turn it upside down to
the opposite edge every few hours.

Place a sheet of waxed paper larger than the pages between the
front and back cover and adjacent page before standing on edges.
Replace the interleaving as it becomes saturated. When the book is no
longer wet, but still cool to the touch, close and place on a solid surface
with a slight weight to keep distortion to a minimum. Check frequently
to ensure that no mold is growing.

4.2.4 Air-drying Photographic Materials. Some historical

photographs are very sensitive to water damage and may not be
recoverable. Most prints, negative and color sides can be air-dried. The
emulsion (picture or image) side should be faced up. Avoid touching
the front surface of wet or damp photographic prints or negatives.

66
Section 5. Care of Shelves Files and Catalogs

The usefulness of any library collection depends upon the ease and speed
with which books and other library materials can be located when needed. To
this end, books are shelved according to some predetermined classification and
in relative location to others within the collection. Problems incident to shelving
and filing oversize books, documents, maps, posters, and other non-book
materials such as films, music, and others require special care.

5.1 Activities

a. Planning shelving arrangements. In planning shelving

arrangements the librarian takes into consideration such matters as the
kind of readers, frequency with which materials are called; kind and type
of materials to be shelved in relation to available space, kind of shelf
labels and directional guide to be used and the location of them.

b. Shelving procedure. This activity is concerned with when and

how books are returned to their correct location after use.

c. Shelving and filing. Books, pamphlets, and other library

materials must be sorted and returned to their proper location after use.
Methods of doing the jobs vary greatly, but arrangements in the shelves
follows the library’s classification shame except for such oversize materials,
books, maps, records, magazines, picture, which by their nature require
special housing locations of such collection are usually indicated by a
distinguishing mark or label.

d. Keeping shelves and files orderly. This task includes aligning

books so that shelves are “dressed” providing support to keep books
upright and stacking and typing unbound magazines, documents and
such to the end that stacks area are orderly in appearance.

e. Physical upkeep of catalogs. Since a card catalog is a perpetual

index continually added to and in constant use, its physical condition must
be watched. When drawers become too crowded for easy consultation,
cards must be shifted and space adjusted. This requires revising labels on
drawer and after inserting additional guide.

f. Physical maintenance of catalog. In order to maintain the good

appearance of a card catalog it will frequently be necessary to replace
soiled or worn cards and to make new guide and drawer labels.

67
 ARTICLE IX
DISASTER CONTROL PLAN AND RECOVERY PROCEDURES

Section 1. Introduction

The best way to deal with damage is to be prepared for it. Emergency
preparedness is an important component of overall preservation planning. An
emergency preparedness plan should cover all hazards that pose a reasonable threat
to collections and list the names and telephone numbers of emergency personnel,
sources of equipment, stores and supplies. A systematically organized, formally
written plan enables you to respond efficiently and quickly to an emergency,
minimizing danger to staff and damage to collections and the building. Such plan
should cover preventive measures as well as recovery procedures. It should also
include a training component. The plan should be reviewed with staff regularly, at
least annually so that contact names for staff and suppliers can be updated. The plan
should include lists of steps to follow if a disaster strikes and sources of assistance
and supplies that may be needed. Copies of the plan should be distributed to all
personnel responsible for emergency prevention and recovery.

Section 2. Objectives

The Libraries Disaster Control Plan aims to provide simple and flexible
guidelines for coping with a disaster that occurs in the College Library and any other
library that is located within a College Campus. Like every insurance plan, there are
benefits that can be obtained from the drafting of a disaster recovery plan. Some of
these benefits are:

a. Providing a sense of security;

b. Minimizing risk of delays;

c. Guaranteeing the reliability of standby systems;

d. Providing a standard for testing the plan;

e. Minimizing decision-making during a disaster;

f. Reducing potential legal liabilities; and

g. Lowering unnecessary stressful work environment;

Section 3. Disaster Prevention

Not all disaster can be prevented, but it is possible both to reduce the chance
of them happening and to minimize the damage which be done. Probably the best

68
way to minimize hazards is to conduct a detailed inspection and survey of the
facilities and to seek professional advice from the fire brigade, the police and experts
in computer security. The survey will identify and locate potential hazards in the
building; the potential risks of these can be assessed and decisions taken about how
to eliminate or a least minimize them.

Providing the best protection for collections from the most common causes of
loss is a basic principle of preventive maintenance. The guidelines below will help
immeasurably to secure collections.

Section 4. Security Matters

The question of security in helping to prevent disasters or malicious damage

involves buildings, library and information service property and computer security.

4.1. Entrances and Exits

There should be only one exit and one entrance to the building,
preferably at the same place. When patrons and staff enter, security staff
should examine entrants’ belongings as a safety measure within the building
or those within the building. They should look for weapons or devices that
could cause harm. When patrons and staff exit, security staff should examine
their belongings as a security for the integrity of the collections.

Exit doors can be at the same location or in a different place. There

should be no way to reenter the building through the exit doors for either
staff or patrons. Secondary entrances and exits to the building should be
secured with alarms and used as emergency exits only. Post signs to direct
users to the appropriate exit.

Security staff should check all parcels and persons as they leave the
building to confirm that books and other collections have been checked out at
the circulation desks or checkout machines.

If the library has no guards, someone should alarm rings, someone

should still monitor who and what is leaving the building. This responsibility
often falls to the circulation staff that should be alert to security alarms
ringing, either at the regular exit or to the emergency exit doors. Any time an
emergency exit alarm rings, someone should be assigned to determine why it
rang, who left, and what was removed through that door.

4.2. Concealed Weapons

Post signs at all entrances prohibiting weapons. Library should post

signs to remind people that it is illegal to carry a concealed weapon on the
grounds from the collection. Security guards must enforce this prohibition.

69
4.3. Circulating Desks and Checkout Machines

There is usually a circulation desk or an information desk as patrons

enter the library or archive proper. The circulation desk may have a security
device to monitor the unauthorized removal of items from the collection. The
security system may ring or it may close when materials leave without being
desensitized at the circulation desk. Security staff should monitor this area and
direct patrons back to the circulation desk to out check materials. If there is no
security staff at this location, then circulation staff should ask patrons to return
to the desk to check out items.

4.4. Cell Phones and Pagers

The Library’s management will have to decide how or where to restrict

cell phone use when patrons are using the collections and when they are in
the building. Many libraries have a “cell phone zone”. It is certainly acceptable
to ask patrons to go outside or into the lobby if their cell phone conversations
become disruptive to other patrons.

4.5. Personal Items (Computers, Writing Implements, etc.)

Post policies both on the website and in the building to indicate what
patrons may bring into the library. This is especially important for special
collections. Many permit only plain paper and pencils. Make these items
available for persons to use.

Does your library permit the use of laptop computers, digital cameras,
PDAs, scanners, and other electronic devices in the library? Post this
information, permitting or prohibiting such devices on your website.

4.6. Emergency Exits

Walk around the perimeter of each floor. Indicate on your map the
location of each emergency exit. Confirm that there is easy access to each
emergency door and that each sign is visible. There should not be equipment
or furniture blocking the doorway, Do not bolt or lock the doors. An alarm
should ring when the door is opened. Coordinate this activity with the security
department so they can determine which alarms ring where and can identify
which doors have been opened.

4.7. Windows

70
 If windows open, they must be locked at night and in inclement
weather. You want to prevent unauthorized and unwanted entrance through
the windows at all times. Open windows can be easy exit for patrons who
don’t wish to check out materials. Library staff and security staff should check
the building at closing time to conform that all windows are locked prior to
turning on the alarm system.

4.8. Emergency Phones

Emergency phones should be located near emergency exits or at

stairwells. Use these phones to provide emergency access to fire, police and
security personnel and at the institution and in the community when the
building is closed. Install a “regular” phone on each floor, in both public and
staff areas. Post signs on each floor indicating the presence of these
emergency phones, and mark their locations on your floor.

4.9. For Theft and Vandalism

In general, collections of permanent value should be well secured when

the building is closed to the public. Usually the best protection is provided by
perimeter intrusion alarms and internal motion detectors connected directly
to the local police department. All other doors should be alarmed so that
unauthorized use can be detected. Windows should be kept closed and
locked. Staff members should be required to return keys when they leave the
employ of the institution. Access to storage should be strictly limited, and
researchers should be accompanied by a staff member if they enter these
areas.

Researchers should never leave unattended. They should use materials

in a room separate from book storage areas. Personal belongings of all kinds
should be left outside the reading area, and researchers should be allowed to
bring only a pencil and paper into the room. Researchers should sign a
register, present an identification card, and leave that identification card in the
hands of a staff member, who should retrieve the requested object. If several
objects are needed, they should be carefully counted out by the staff member
in front of the researcher before and after use. Staff should check the
materials visually before and after use for evidence of vandalism. Identification
cards should be returned to researchers only when the objects are returned to
the staff member and when the staff member is satisfied that no damage has
been done. Once a theft occurs, you will need a way to prove ownership of
valuable materials. Marking the item itself is a curatorial decision. Written
descriptions as well as photographs or high –quality photocopies of
identifying details should be kept on file.

71
4.10. Computer Equipment, Electronic Data and Website

4.10.1 Protection from Physical Damage and Theft

a. Locate computers and peripherals away from water pipes,

radiators and air-handling ducts. This will prevent damage to the
hardware from water, excessive heat, and particulate matter.

b. Lock down your equipment.

c. Use older models of computers or those with less functionality

for their public access terminals.

d. Physically mark every piece of computer equipment and every

peripheral device with institutional property IDs and serial
numbers.

e. It is essential to ensure the computer equipment against

damage and theft. Have insurance policies protecting against
theft of computers above a certain amount of money.

4.10.2 Operating Systems, Software and, Data

a. Public Terminals

 Any other access to the computer should be password

protected, and even that can be at a variety of levels
so that the staff can only turn the system on and off
and open the public catalog. Set the computers so
that they access only the Web.

 Establish a policy that describes the extent of access

permitted on the public Internet computers as well as
appropriate behavior while surfing the Internet at the
library.

b. Staff Computers

 The Computers that are on reference, circulation, and

information desks should be password protected so
that only authorized staff members can access the
internal databases and the circulation system.

72
Section 5. Fire Damage

The following lists are includes some of the issues which need to be
considered:

a. The position and location of fire extinguishers and the most effective type
to use – far more library and information materials are damaged
irretrievably by water than by fire; fire extinguishers need to be checked
regularly and staff need to be trained use them;

b. The safe storage of flammable materials, preferably in metal cabinets;

c. Safety checks for all electrical wiring and electrical appliances, including
any evidence of damaged from rodents;

d. Clear and enforced regulations about areas, if any, in the building where
smoking is permitted;

e. A regularly tested fire alarm system ;

f. Smoke alarms;

g. Clearly posted fire escapes, exits and procedures, with regular fire drills;
and

h. Overall general tidiness and the regular removal of hazardous clutter and
rubbish.
Section 6. Water Damage

Water does far more damage to library and information materials than fire. It
washes ink from paper, turns some kinds of coated paper into solid white bricks,
breaks down bindings, and can destroy the data held on tapes and disks. Even a
small amount of water for a short time will cause sufficient humidity for mould to
begin growing on paper and microfilm. Protection against floods of all sorts is
essential:

a. Where possible, materials should be stored well away from water mains
and tanks and drainage pipes. And they should never store on the floor

b. If possible, the bottom shelf of a book case or press should be left empty

c. Buildings need regular maintenance to protect against leaks through roofs

and windows ;flat roofs are a particular challenge

73
 d. All possible sources of water leaks – washrooms, drainpipes, gutters water
tanks, air conditioners- need checking regularly

e. In cold climates, minimum heat should be provided through the winter

months to guard against broken pipes

f. Careful and regular maintenance of the fabric of the building can do much
to prevent accidental water damage

g. Natural flooding is more problematical, to prevent it is not to build the

library beside a river which regularly floods its banks

h. Avoid storing information materials in the basement or on the ground

floor.

Section 7. Biological Agents

The primary biological agents that cause damage to library collections are
mold, rodents, and insects, although dogs, cats, birds, and humans also harm
materials.

Mold damage can pose a serious threat, especially to institution located in a

hot, humid climate or near a large body of water where humidity is high. Mold
spores are ever present in the environment.

7.1 Prevention

The most important preventive measures are maintaining proper levels of

temperature and relative humidity, good circulation of air, and clean , clutter –free
storage areas. Ideally, temperature should never go above 70 F or relative humidity
above 50 percentages. Once mold appears, the affected items should be isolated
from the collection. Gloves and a respirator should be worn when handling moldy
materials. The items should be dried thoroughly and, once they are dry, the mold
should be removed from them.

7.1.1. Control of Biological Agents

The following are possible steps that may take to control biological agents:

a. Clutter, dust, and dirt should be allowed to accumulate, and storage

areas should be kept clean at all times.

b. Eating and drinking should be prohibited in buildings containing

collections, especially in storage areas. Staff members should eat
only in a staff room that is located as far away from collections as
possible.

74
c. All garbage receptacles containing food should be removed from
buildings everyday.

d. Windows, doors, and vents should be kept closed as much as

possible because insects enter through these.

e. Building should be well maintained because cracks or breaks in the

building fabric are another point of entry.

f. Grass and plantings should be trimmed back at least 18 inches from

any building that houses collections.

g. If an insect infestation is discovered, items should be isolated from

the rest of the collection.

h. Spray-type insecticides should not be sprayed directly onto

collections as the chemicals may damage them.

i. Controlled freezing is another method of treating insect infested

library materials, often preferred because it avoids the use of toxic
chemicals.

j. If an infestation is discovered, contact a preservation professional

for the most up – to- date information.

75
APPENDICES

76
 APPENDIX A

SAMPLE CARDS

LB McDevitt, Teresa M.
1115 Child development and education / Teresa M. McDevitt,
.M33 Jeanne Ellis Ormrod. -- Upper Saddle River, New Jersey; 2002
Columbus, Ohio : Merrill Prentice Hall, c2002.
xx, 584p. : ill., figs, tabs.

Includes bibliographical references and index.

ISBN 0-13-761933-2
1. Child development. 2. Adolescent psychology. 3. Educational
psychology. I. Ormrod, Jeanne Ellis. II. Title

Ormrod, Jeanne Ellis

LB McDevitt, Teresa M.
1115 Child development and education / Teresa M. McDevitt,
.M33 Jeanne Ellis Ormrod. -- Upper Saddle River, New Jersey; 2002
Columbus, Ohio : Merrill Prentice Hall, c2002. 77
xx, 584p. : ill., figs, tabs.

Includes bibliographical references and index.

 Added entry for joint author

Author entry

Child development and education.

LB McDevitt, Teresa M.
1115 Child development and education / Teresa M. McDevitt,
.M33 Jeanne Ellis Ormrod. -- Upper Saddle River, New Jersey; 2002
Columbus, Ohio : Merrill Prentice Hall, c2002.
xx, 584 p. : ill., figs, tabs.

Includes bibliographical references and index.

ISBN 0-13-761933-2
1. Child development. 2. Adolescent psychology. 3. Educational
psychology. I. Ormrod, Jeanne Ellis. II. Title

Title entry

78
 CHILD DEVELOPMENT

LB McDevitt, Teresa M.
1115 Child development and education / Teresa M. McDevitt, Jeanne
.M33 Ellis Ormrod. -- Upper Saddle River, New Jersey; Columbus, Ohio :
2002 Merrill Prentice Hall, c2002.
xx, 584p. : ill., figs, tabs.

Includes bibliographical references and index.

ISBN 0-13-761933-2

EDUCATION

LB McDevitt, Teresa M.
1115 Child development and education / Teresa M. McDevitt, Jeanne
.M33 Ellis Ormrod. -- Upper Saddle River, New Jersey; Columbus, Ohio :
2002 Merrill Prentice Hall, c2002.
xx, 584p. : ill., figs, tabs.

Includes bibliographical references and index.

ISBN 0-13-761933-2

79
 Subject entry

APPENDIX B

LIBRARY CARD APPLICATION FORM

ID NO. _______

Surname: First Name: MI.

Address:

LIBRARY CARD

80
 APPENDIX C

BORROWER’S CARD

81
 APPENDIX D

Republic of the Philippines

PROFESSIONAL REGULATION COMMISSION

82
 Manila

BOARD FOR LIBRARIANS

Resolution No. 06 Series of 2006

CODE OF ETHICS FOR LIBRARIANS

WHEREAS, Sec. 8 (h), Article II of R.A. No. 9246, known as the “Philippine
Librarianship Act of 2003,” and Sec. 8 (h), Rule II of Res. No. 05, Series of 2004, known
as the “IRR of the Philippine Librarianship Act of 2003”, empower the Board to adopt
and prescribe a Code of Ethics for Librarians;

WHEREAS, since May, 2004 the Board had consulted on the prescription, adoption
and promulgation of this Code with the Philippine Librarians Association, Inc. (PLAI)
and other different professional library associations including the CHED, the
academe, and other entities, private and public;

WHEREAS, the final draft of this Code had been submitted by the Board to the
foregoing associations and sectors for their comments and recommendations before
the final adoption thereof; and

WHEREAS, any Registered Librarian who violates the said Code, after due hearing in
an administrative case conducted by the Board against him/her, shall be subject to
the disciplinary action of either the revocation of his/her certificate of registration or
suspension thereof (Sec. 11 (i), Art. II; Sec. 23, Art. III of R.A. 9246; and Sec. II (i) and
(m) of Rule II and Sec. 23, Rule III of Res. No. 05, Series of 2003);

NOW, THEREFORE, the Board resolves, as it is hereby resolved, to prescribe, adopt,

and promulgate the “Code of Ethics for Librarians” appended and marked as “Annex
“A” and made an integral part of this Resolution;

RESOLVED, FURTHER, this Resolution shall take effect after fifteen (15) days
following its full and complete publication in the Official Gazette or any newspaper of
general circulation in the Philippines.

Let copy of this Resolution be circularized through the schools / colleges /

universities offering the librarianship course to the users thereof for their information
and guidance.

Done in the City of Manila this 13th day of Sept. 2006

83
 (Sgd.) PERLA T. GARCIA
Chairman

(Sgd.) CORAZON M. NERA (Sgd.) ELIZABETH R. PERALEJO

Member Member

Attested:

(Sgd.) CARLOS G. ALMELOR

Secretary, Professional Regulatory Boards

Approved:

(Sgd.) LEONOR TRIPON-ROSERO

Chairperson

(Sgd.) AVELINA A. DE LA REA (Sgd.) RENATO B. VALDECANTOS

Commissioner Commissioner

APPENDIX E
“CODE OF ETHICS FOR PHILIPPINE LIBRARIANS”

84
 PREAMBLE

Librarians, mindful of their role in the development of knowledge and culture and
the enrichment of people’s lives, seek the highest standards of ethical behavior in
their relations with their schools, their clients/employers, the librarianship profession
and colleagues, agencies and associations and the public.

Librarians with the State, Society and Public

Librarians shall uphold the Constitution, obey the laws of the land, and respect duly
constituted authorities.

Librarians shall promote literacy and education of the public by making the resources
and services of the library known and accessible to its users.

Librarians shall uphold and promote the right to information as well as abide by the
provisions of the intellectual property law.

Librarians shall be partners with the community they serve in inculcating nationalism
practicing Filipino values and preserving the country’s historical, cultural, and
intellectual heritage.

Librarians with Librarianship Profession

Librarians shall uphold the dignity and integrity of the profession

Librarians shall keep their reputation above reproach and shall so conduct
themselves to gain public esteem and respect for the library and for the profession.

Librarians shall not assist in the unauthorized practice of librarianship.

Librarians shall treat each other with respect, courtesy, and sincerity and shall avoid
maligning the reputation, competence, and capability of their colleagues. They shall
not use any unfair means to gain professional advancement.

Librarians shall strive to improve, enhance, and upgrade their professional

knowledge, skills, and competencies through formal and informal means.

Librarians shall endeavor to uphold the highest standards in the practice of the
profession. They shall adopt and live by this motto: C A N I - Constant and Never-
ending Improvement of the quality and standards of professional services.

Librarians shall adhere to the principles of due process and equality of opportunity in
their relationship with fellow workers especially their colleagues.

Librarians shall maintain membership, participate and cooperate in the endeavors of

library association/s to enhance the effectiveness of the profession.

85
Librarians shall participate and cooperate in all the endeavors of library association/s
to enhance the effectiveness of the profession.

Librarians shall be vigilant in the protection of all library resources placed under their
care.

Librarians shall be entitled to a just and fair fee for consultancy and other
professional services.

Librarians with the Suppliers, Publishers, Dealers, etc.

Librarians shall choose suppliers and publishers exclusively on the basis of the quality
of goods, costs, and services.

Librarians shall refuse all personal gratuities.

Librarians shall never enter into business transactions prejudicial to the library, but
unwisely favorable to their own interest.

Librarians with the Clients and/or other Users of their Professional Services.

Librarians shall provide courteous, prompt, adequate, skillful and accurate responses
to all requests for assistance.

Librarians shall keep in confidence, information acquired in the course of

professional service. They shall protect the client’s right to privacy with respect to
information sought or received and materials consulted, borrowed, or acquired
through the library.

Librarians shall render impartial service to all library users regardless of their race,
beliefs, age, gender, or social status.

Librarians shall refuse gifts or favors from clients and library suppliers for personal
interest. They shall avoid using the library’s resources to the detriment of services
which the library renders to its users.

DISCIPLINARY ACTION

A Registered Librarian who is found guilty for violation of any provision in this Code
by the Board after his/her investigation shall be subject to a disciplinary action of
either revocation of his/her Certificate of Registration or suspension thereof which
the Board shall impose thereto after his/her due investigation.

SEPARABILITY CLAUSE

86
Any provision or portion of this Code that the Court may declare as not
constitutional, not valid, or not enforceable shall not affect the constitutionality,
validity, and enforceability of other provisions thereof.

Done in the City of Manila this 13th day of Sept. 2006

APPENDIX F
EVALUATION COMMITTEE

87
88
89
 AMENDMENT CLAUSE

This library manual is subject for review, amendments and revision as the need
arises.

90