Procedural Manual PDF

PANGASINAN STATE UNIVERSITY
LINGAYEN, PANGASINAN
LIBRARY
OPERATIONAL
MANUAL
2015
Library Procedural Manual
PREFACE
The library is a dynamic force of an integral part of an institution

and has always been often referred to as a heart of every institution. It
is a learning center whereby the students, faculty and other library users
do their intellectual activities. It is therefore considered to be a sacred
place for studying and research.
The phenomenal growth of the Pangasinan State University System

in terms of course offerings and students enrollment necessitated a
growth in its library collection. The PSU Library System has 9 campus
libraries functionally designed to support the curricular, instructional
and research needs of the academic community. These campus libraries
are situated at the different campuses of the University to ensure greater
access to students and faculty.
This manual serves as a guidebook to the internal administration
and operational activities of the PSU Library System. Specifically, the

primary contents are the expository of the organization structure and its
policies concerning personnel and collection management.
PANGASINAN STATE UNIVERSITY: Region’s Premier University of Choice i

CONTENT
Foreword i
Chapter
I University Vision, Mission, Guiding Philosophy

and Core Values 1
II General Policies 2
Mission, Goals and Objectives 2
Definition of Terms 3
Scope 5
Functions of the Learning Resource Center 5
III Organization and Management 7
Functions and Responsibilities of the Director 7
Functions and Responsibilities of the Campus 7

Librarian
Function and Responsibilities of Section Librarians 8
Function and Responsibilities of Library Assistant 12
Function and Responsibilities of Student Assistant 12
Function and Responsibilities of Campus Library 12

Committee
IV Guidelines and Procedures 14
A. Library Personnel Policies and Standards 14
Recruitment and Selection of Library Personnel 14
Qualification Standards 15
Employment Status 15
Personnel Development Program 15
Library Personnel Relations 16
Conduct and Ethical Standards 16
Library Office Rules and Regulations 17
Rules and Regulations for Library Student Assistants 19
B. Organization and Administration of Readers’ Services 20
Methods and Procedures in Answering Reference Questions 20
Registration of Library Users Records 21
PANGASINAN STATE UNIVERSITY: Region’s Premier University of Choice ii

Control Desk 21
Circulation Services 22
Miscellaneous: Exchange Basis, Gifts, Free, etc. 26
Supervising the Readers’ Services 29
C. Organization and Administration of Technical Services 31
Collection Development Policy 31
Purpose 31
Scope 32
Collection Development Process 32
1. Selection 33
Levels of Selection 35
How is Selection done? 35
Field of Selection 38
Problem Area (Policies on Controversial Materials) 41
Duplication and Reproduction of Materials 42
Accepting Gifts 43
2. Acquisition 43
Policy 43
Procedures and Practices 44
Steps in Accessioning Library Collection 45
Property Accountability 46
Cataloguing and Processing Of Books 46

Policies 47
Procedures or Steps in Cataloguing Books 47
Procedures and Practices 48
Symbols Used in Cards and Labels in Books 48
Elements of Cataloguing 49
Indention and Spacing 50
Punctuation 51
Typing of Book Cards and Book Pockets 51
Maintenance of Library Collection 53

Collection Care 53
Weeding 54
Preservation 56
Periodical Indexing 58
Glossary of Terms 58
PANGASINAN STATE UNIVERSITY: Region’s Premier University of Choice iii

Mechanics of Indexing 60
Online Public Access Cataloging (OPAC) 63
D. Library Rules and Regulations 64
Authorized Users 64
Hours of Services 64
Resources Utilization 64
Circulation of Books 65
Use of Non Member of the University 65
Overdues 65
Lost Books 66
Mutilation and Theft Cases 66
Instructional Media Services 66
Electronic Library 66
Library Discipline 67
Appendices
Library Forms 68
Standards for Philippine Libraries 86
Organizational Structure (University Level) 92
Organizational Structure (Campus Level) 93
References 94
Working Committee 95
PANGASINAN STATE UNIVERSITY: Region’s Premier University of Choice iv

Library Operational Manual
CHAPTER 1
VISION-MISSION OF PANGASINAN STATE UNIVERSITY
VISION
To become an ASEAN Premier State University in 2020
MISSION
The Pangasinan State University, through instruction, research, extension and

production commits to develop highly principled morally upright, innovative and
globally competent individuals capable of meeting the needs of industry, public service
and civil society.
GUIDING PHILOSOPHY
The Pangasinan State University’s leadership adheres to the Filipino educational

philosophy that education is geared towards better citizenship and livelihood and the
United Nations’ declaration that EDUCATION IS FOR ALL giving ACCESS to quality
education.
CORE VALUES
The core values of the University are Accountability and Transparency, Credibility and
Integrity, Competence and Commitment to Achieve, Excellence in Service Delivery,
Social and Environmental Responsiveness, and Spirituality (ACCESS)
PANGASINAN STATE UNIVERSITY: Region’s Premier University of Choice Page 1

CHAPTER II
MISSION, GOALS AND OBJECTIVES OF PANGASINAN STATE UNIVERSITY

LIBRARY SYSTEM
Mission
The mission of Pangasinan State University Library System is to provide
information resources and services to faculty, students, researchers and administrative
staff in support to the instructional and scholarly inquiry of the University that will
promote liberal learning, education for services, training for careers and development of
lifelong learning skills.
Goals
1. To develop and manage the collection that is relevant to the University’s
curricular programs and responsive to the needs of students, faculty,
researchers and administrative staff.
2. To organize and preserve information resources that supports the
research, instruction, and curriculum of the University.
3. To support and promote the use of information resources by providing
references and information services that meet the information needs of
the library users.
4. To provide access to information stored in books and periodicals
including databases worldwide distributed in print and electronic.
5. To seek additional library funding.
6. To establish linkages with other stake holders.
Objectives
1. To be more responsive to the academic needs and research demands of
the students and faculty.
2. To provide a strong support in the instructional programs of the
University.
3. To provide and organize print and non-print collections used in the
instructional and research programs of the University.
4. To improve physical facilities and equipment that provides efficient and
effective library services.

DEFINITION OF TERMS
Accession Number - A 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 - 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 - A process of securing materials for the library collection,

whether by purchase, as gifts, or through exchange programs.
Bindery - Books that need repair and loose issues of journals that are combined or
bound into a single volume are sent out of the library system to a company which
binds them.
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.
Circulation desk - Location in each library where you check out, return or renew
items, ask about missing items, or inquire about fines.
Citation - A reference or footnote to an item; it contains the author, title, date

Of publication and any information needed to locate the item.
Classification Scheme - Refers to a classification system which use numbers

and/ or letters, to represent the subject content of materials.
Collection - Refers to the resources in any format that the Library acquires or
provides access to including online resources accessible via the Library
webpage.
Copyright - Refers to the legal right to control the production, use and sale of
copies of a literary, musical, or artistic work.
Cross References - A words or heading that directs you from one part of a book,
catalog, or index to another part.
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 the 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 - Refers 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

anguage they may be written and place where they may have been printed.
Fines - Refers to the amount of money which is owned 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 the PSU 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.
Interlibrary Loan (ILL) - Refers to exchange of books or periodical articles

between libraries for a brief period. A service you can use to borrow library
materials not owned by the University of PSU from other libraries.
ISBN - (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.
ISSN - (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 - Type of periodical which contains signed scholarly articles. Journals

are usually published by academic or association presses and include
bibliographies.
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 - Serve as the primary source for the Library Administration
in planning personnel policies and procedures of the library.
Library Student Assistant - Assist staff with daily routine library operations.
Newspapers - A serials issued at stated, frequently 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- Materials which is not returned to the
library by its due date is considered overdue.
Paraprofessional - Refers to a library assistant with qualification in LIS on a lower

level than fully educated librarians.
Periodical - Materials published at regular intervals and intended to be

continued indefinitely.
Preservation - Includes 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 - Refers 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.
Qualification standards - Refer to the minimum requirements necessary to

perform work of a particular occupation successfully and safely.
Readers Services - Refers to the section of the library that provides resources to
the library patrons for home reading in and outside the library.

Reference Desk - 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 materials usually do not leave the library.
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.
Serials - Refers to the journals or newspaper in electronic or hard-copy format.
Shelf list - The part of the PSU libraries card catalog which arranges 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.
Technical Services - Refers to the behind-the-scene activities that a library

undertakes to process library materials loaned for the Users.
Withdrawn - Refers to item that are no longer in the Library collection.
SCOPE
The PSU Library System covers nine (9) campus libraries functionally designed
to support the curricular, instructional and research needs of the academic community.
These campus libraries are situated at the different campuses of the University to
ensure greater access to students and faculty.
FUNCTIONS OF THE LIBRARY
Functions
The primary function of Library recognizes its obligation to support the

University’s vision and mission through strengthening programs and degrees, focusing
on research while maintaining teaching quality, pursuing intellectual and professional
growth of its faculty and staff, and developing basic plans to be the center of excellence
in professional studies and technical training, with distinctive competence and
leadership in research and community service.
To fulfill the University’s mission, the unit performs the following functions:
1. Selection of materials to be acquired and procurement of such material

in by various methods. Materials may include books, periodicals,

manuscripts, pamphlets and multimedia resources which have been

accepted as tools of instruction.
2. Preparation, preservation and care of library collection, through such
processes as cataloguing, classification, indexing and binding, in support
of the work of instruction.
3. Circulation of materials, some under various degrees of controlled
access, in order to make the materials as widely accessible as possible to
members of the academic community.
4. Provision of individual and group assistance to readers on the use of
library collection, placing the proper tools in the student’s hand, and
showing him how to proceed.
5. Provision of study facilities in a useful variety of accommodations and
locations, so designed as to be conducive to serious study and scholarly
work.
6. Establishment of linkages with other libraries and institutions having
library collections so as to benefit students, faculty members and other
researchers who need access to resources of other libraries
7. Development of library system to efficiently provide the services for
optimum utilization of library resources.

CHAPTER III
ORGANIZATION AND MANAGEMENT
FUNCTIONS AND RESPONSIBILITIES OF THE DIRECTOR
Basic Function:
 Supports the Vice President for Support Student, Extension and Training
with needed information, reports, and budget requests of the Campus
libraries. Direct the activities of the Campus libraries in support to the goals
and objectives of the University.
 Leads, directs, and manages the development and improvement of the
Integrated Library System.
Duties and Responsibilities:
1. Assist the pertinent preparation in all accreditation initiatives of the

University;
1. Spearheads the preparation of a library development plan to be integrated
into the Campus/University strategic plan, as well as the yearly operational
plan and procurement plans;
2. Causes the continuous procurement of library materials and equipment of
the university/College libraries in accordance with needs and priorities;
3. Facilitates the formulation and/or enforcement of policies, guidelines, and
standards required for effective and efficient library operation and services;
4. Designs and implements a functional library staff development;
5. Establishes linkages with other University/College libraries and other
institutions to expand library resources;
6. Facilitates the university initiative towards library improvement and
modernization; and
7. Does other related functions upon direction of higher authorities.
FUNCTIONS AND RESPONSIBILITIES OF LIBRARY STAFF
A. Campus Librarian
The Campus Librarian shall be the head of the library services and responsible
for developing, operating and maintaining all library services subject to policies of the
College.
The Campus Librarian coordinates with all College Dean through the Campus
Executive Director in supporting the instructional, research and curriculum
requirements for all academic programs offered by the University.

Duties and Responsibilities

1. Exercises general administration and supervision of personnel and library
resources and services of the library.
2. Selects and acquires library resources, through various methods, to meet the
information needs of faculty and students.
3. Catalogs and classifies the library resources, prepares indexes and

bibliographies for easy access and retrieval of information.
4. Establishes library systems and procedures for rendering of information,

circulation of materials, and dissemination of information, reference and
research assistance, and education of users.
5. Prepares and ensures the implementation of plans, programs and projects

for the development and growth of the library in terms of collection, services,
space, structures of facilities.
6. Prepares reports, library manuals and handbooks and information bulletins.
7. Conducts annual inventory of library collection and equipment.
8. Establishes relationship with other libraries and institutions having

collections so as to benefit students who need occasional needs to access
resources of other libraries and scholars elsewhere who need occasional use
of the College’s resources.
9. Establishes linkages with institutions and/or agencies with resources for

library enrichment.
10. Solicits donations (book and other library materials) and funding for the
purchase of library materials.
11. Organizes, conserves and prepares documents/archival materials relative to

the history of the College, in particular and the University, in general.
12. Does related work assigned by superiors from time to time.
B. Section librarian
 Acquisition of Librarian
1. Providing and maintaining up-to-date library books , equipment, other

paraphernalia tools and equipment appropriate to the needs of the library,
including publisher’s catalogs, trade bibliographies, and other bibliographies as
required.
2. Maintaining lists (files) of books and other library materials upon order and in
process in a manner that will permit all staff members to use them with ease.
3. Performing preorder bibliographic searching to prevent unwanted duplication.

To obtain sufficient information to permit an order to place and to establish the
main entry that probably will be used when the materials are cataloged.
4. Determining items received which would correspond to the items ordered, that
the materials is in appropriate condition, and that the price and discount or
surcharged is in accordance with the purchase agreement.

5. Placing ownership marks and accession number or other markings on library

materials as required by library procedures and forward them to cataloging
section.
6. Entering subscription orders, receiving and recording periodicals and other

serials and placing ownership marks on them.
7. Claiming unfilled orders informing originators or orders of the receipts of

materials or the status of orders; issuing a short list of books and other library
materials added to the media center.
8. Searching for out-of-print materials and other library materials for purchase;
acting a clearinghouse for information on the new or newly available publication,
appropriate bibliographies and other information pertinent to collection
development.
9. To post rare books collection and second hand dealer catalogs for opportunities
to purchase items on desiderate lists, and to have materials filmed or otherwise
reproduced when they are out of print or otherwise unavailable in the original.
10. Soliciting gift and establishing exchange agreement, maintaining appropriate

records, receiving materials and forwarding them the same as other library
materials. Sending exchange shipment to exchange partners.
 Cataloger
1. To record each work in library by author, translator, editor, illustrator,

commentators series or by any person or corporate body under which a reader
might look.
2. To arrange author entries in such a way that all the work of one writer will be
found together the same name.
3. To record each work in the library and even parts of a work under the subject of
which it treats.
4. To arrange subjects so that the topic will fall together and resulted topic will be
another.
5. To record titles of work when necessary.
6. To comply cross-reference by which a reader may be guided from one entry in

the catalog to another.
7. To provide a description on each book by giving author, title, imprint and

collation notes when necessary.
8. To provide the call number by which books may be located or obtained.

 Reference Librarian
1. To provide answer to inquiries requiring specific information.

2. To teach students to the library/media center.
3. To provide bibliographical and other research assistance.
4. To give information on “ready reference” service.
5. To answer reference re-questions requiring and extending searching.
6. Compiling lists, bibliographies and indexes.
7. Maintaining information files.
 Circulation Librarian
1. To make books easily accessible to all readers.

2. To substitute or supply other pertinent materials when their desired books are not
available in the library or it is charged out.
3. To give instructions to the reader in the use of the card catalog and to tell or print
to them the importance of the catalog as a key or index to the library collection.
4. To become acquainted with students, their interests, library needs, problems and
capacities.
 Filipiniana Librarian
1. Furnish information on Filipiniana reference sources.

2. Give personal guidance in the use of the card catalog, bibliographies, abstracts
and indexes.
3. Consult about term papers, thesis, etc. – methods of finding material and
bibliographic form.
4. Instruct freshmen in the use of the library.
5. Supplement individual and class instruction by the preparation and publication
of lists of materials or ways of locating materials.
 Periodical Librarian
1. Receiving, recording and stamping periodical acquired by the library.

2. Distributing periodicals to the current reading room shelves or to department
and professional libraries.
3. Claiming missing numbers and returning imperfect copies/numbers.
4. Keeping necessary periodical records and statistics.

5. Developing periodical procedures.

6. Checking exchange lists and maintaining exchange program.
7. Examining periodicals and rendering reference services in connection with them.
8. Planning and maintaining periodical exhibits.
9. Preparing periodicals for binding and compiling periodical indexes.
 Audiovisual Librarian
1. Supervises trains and evaluates staff assigned to the Audiovisual Department

(AV).
2. Develops and evaluates services and makes recommendations regarding
changes in services and delivery.
3. Plans, organizes and assigns work to staff.
4. Submits budgets for review and approval.
5. Oversees maintenance and repair of equipment and materials.
6. Remains current regarding new developments in the production of audiovisual
materials and in the provision of audiovisual services in other public libraries,
media centers and agencies and makes recommendations regarding applications
for local use.
7. Oversees AV equipment loan to library patrons.
8. Instructs on usage of audiovisual equipment.
9. Maintains library's in house video collection.
10. Recommends non-print materials to be purchased for circulating collection.
11. Performs additional duties as directed.
 Internet Administrator

1. Maintains the daily cleanliness of the Internet Station.

2. Maintains the stability of each workstation and other facilities in the Internet
Station.
3. Assists the students/faculty on how to operate the computer and surf the
Internet.
4. Performs other related functions as may be required by higher authorities.
5. Doing other related job assigned by the librarian
C. Library Assistant/Clerk
1. Responsible for the overall operations of the service desk;

2. Maintains all statistical records;
3. Updates information file;
4. Maintains proper utilization of photocopying services;

5. Performs annual physical inventory;

6. Encodes library documents;
7. Shelf reads books and other library materials;
8. Maintains preservation and up-keep of library materials;
9. Maintains data banking to the library system;
10. Does library housekeeping.
D. Library Student Assistant
1. Updates shelf-list cards and other bibliographical records filing.

2. Updates catalogue cards.
3. Validates student records.
4. Prepares bibliographical listings of newly acquired books.
5. Repairs slightly mutilated library materials.
6. Conducts inventory of library materials.
7. Maintains cleanliness and orderliness of the library premises.
8. Assists in providing answers to inquiries requiring specific information.
9. Provides assistance to users on the use of card catalog and other access
tools.
10. Provides assistance in retrieving books and other library materials.
11. Maintains book collection in all sections of the library.
FUNCTIONS AND RESPONSIBILITIES OF CAMPUS LIBRARY COMMITTEE
LIBRARY COMMITTEE
The Library Committee is intended to serve as an advisor, rather than in an

administrative capacity. In cooperation with the librarians, it concerns itself
particularly with:
1. Formulating a library policy in relation to the development of resources

for instruction and research.
2. Advising in the allocation of book funds to the library and to the various
departments.
3. Advising on the policy of reproducing unique materials for instruction
and research.
4. Developing a general program of library for all interest of the University.
The Library Committee
The Library Committee is one of the standing committee in any academic

community. It is an advisory group which discusses, basically, matters of policy
concerning the library. It makes recommendations on resolutions which should be

transmitted to the highest governing officers for their information, action and/or
support.
The Library Committee acts as a communication link between the library and
the academic community that it serves.
Composition
The Library Committee of Pangasinan State University is composed of one (1)
faculty representative from each academic department and one (1) representative from
the Student Council to represent the student body. The College Librarian is the
consultant.
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.
It is expected that the Library Committee members should have the genuine in
the library and its development, personally and professionally.
Functions and Responsibilities

As an advisory group, the Library Committee shall:
o Assists the library staff in the formulation, interpretation, revision and
implementation of library policies.
o Makes an annual review of existing library procedures and practices and makes
recommendations or suggestions which may aid in the delivery of an efficient
and effective library services.
o Takes an active role in the development of the library’s collection through
participation in:
a. book selection processes subject specialists
b. weeding and discharging of out-dated books
o Assists in the preparation of library budget
o Makes recommendations on approaches and strategies on the integration of
library program with other academic activities of the different departments.
o Reviews the library’s 3-year developmental plan and makes recommendations in
accordance with the University mission and objectives

CHAPTER IV
GUIDELINES AND PROCEDURES
A. LIBRARY PERSONNEL POLICIES AND STANDARDS

(Based from Presidential Decree No. 807 Civil Service Decree of the Philippines)
Recruitment and Selection of Library Personnel
Opportunity for government employment shall be open to all qualified citizens

and the positive efforts shall be exerted to attract the best qualified to enter the service.
Library personnel shall be selected on the basis of fitness to perform the duties and
assume the responsibilities of the positions.
When a vacancy occurs in a position in the first level of the Career Service, the
library personnel who occupy the next lower positions in the occupational group under
which the vacant position is classified, and in other functionally related occupational
groups and who are competent, qualified and with the appropriate civil service eligibility
or passer of the Licensure Examination for Librarian shall be considered for promotion.
If the vacancy is not filled by promotion as provided herein the same shall be
filled by transfer of present employees in the government service, by reinstatement, by
re-employment of persons separated through reduction in force, or by appointment of
persons with the civil service eligibility for clerical staff and professional license for
College Librarian position.
A qualified next-in-rank library employee shall have the right to appeal initially
to the department head and finally to the Office of the President an appointment made
(1) finally in favor of another next-in-rank library employee who is not qualified, or (2) in
favor of one who is not next-in-rank, or (3) in favor of one who is appointed by transfer
and not next-in-rank, or by reinstatement, or by original appointment if the library
employee making the appeal is not satisfied with the written special reason or reasons
given by the appointing authority for such appointment: Provided, That final appeal
shall be to the department head concerned if the appointment is issued to a qualified
next-in-rank library employee. Before deciding a contested appointment, the Office of
the President shall consult the Civil Service Commission. For this purposes, qualified
next-in-rank" refers to a library employee appointed on a permanent basis to a position
previously determined to be next-in-rank to the vacancy proposed to be filled and who
meets the requisites for appointment thereto as previously determined by the
appointing authority and approved by the Commission.
Qualification in an appropriate examination shall be required for appointment to

the positions of College Librarian and Administrative Aide in the first and second levels
in the career service in accordance with the Civil Service rules, except as otherwise

provided in this Decree: Provided, That whenever there is civil service eligible actually
available for appointment, no person who is not such an eligible shall be appointed even
in a temporary capacity to any vacant position in the library, except when the
immediate filling of the vacancy is not permanent, in which cases temporary
appointments of non-eligible may be made in the absence of eligible actually and
immediately available.
The appropriate examinations herein referred to shall be those given by the

Human Resource Management of the University: Provided, however, That nothing
herein shall affect eligibilities acquired prior to the effectivity of this Civil Service
Law: Provided, further, That a person with a civil service eligibility or professional
license acquired by successfully passing an examination shall be qualified for a College
Librarian or Administrative Aide position requiring a lower eligibility if he possesses the
other requirements for appointment to such position.
Qualification Standards
A qualification standard expresses the minimum requirements for College Librarian

and Administrative Aide positions in terms of education, training and experience,
license or eligibility, physical fitness, and other qualities required for successful
performance. The degree of qualifications for College Librarian shall be at least a
Bachelor’s Degree in Library and Information Science or Education major in Library
Science, a licensed librarian, has attended to trainings conducted by accredited library
organizations and has experience in library management.
The Administrative Aides are support staff which include the paraprofessionals and
staff doing clerical work. The educational qualifications for paraprofessionals shall be
Bachelor’s degree in any related field in Library /Information Science and the clerical
staff shall likewise be a holder of a Bachelor’s degree and civil service eligibility.
Employment Status
Appointment in the library service shall be permanent. A permanent

appointment shall be issued to a person who meets all the requirements for any library
positions to which he is being appointed, including the appropriate eligibility
prescribed, in accordance with the provisions of law, rules and standards promulgated
in pursuance thereof.
Personnel Development Program
The development and retention of a competent and efficient work force in the
library service is a primary concern of University. It is the policy of the University that a
continuing program of career and personnel development be established for all library

personnel at all levels. Such career and personnel development plans which shall
include provisions on merit promotions, performance evaluation, in-service training
grants, job rotation, suggestions and incentive award systems, and such other
provisions for library personnel’s health, welfare, counseling recreation and similar
services. The University shall encourage the librarians to attend seminars, workshops,
trainings, and conferences and to finish their graduate studies in Library Science.
Library Personnel Relations
The University provides leadership and assistance in developing its library

personnel relations programs. Every head of the Campus Library shall take all proper
steps toward the creation of an atmosphere conducive to good supervisor-employee
relations and the improvement of employee morale.
Conduct and Ethical Standards (Based from Section 12 of Republic Act No. 6713)
All library personnel of the PSU Library System should be guided according to
the following rules:
1. It is the policy of the Library System to promote a high standard of ethics in library
service. Library personnel shall at all times be accountable to the people and shall
discharge their duties with utmost responsibility, integrity, competence and loyalty,
act with patriotism and justice, lead modest lives, and uphold public interest over
personal interest.
2. It is the responsibility of heads of the Campus Library to establish measures and

standards that will ensure transparency of and openness in public transactions,
such as biddings, purchases’, other internal transactions, including contracts,
status of projects, and all other matters involving public interest.
3. Every head of the Campus Library shall establish information systems and
networks that will affect the widest possible dissemination of information regarding
the provisions of the Code, and the policies and programs relative thereto.
4. As general rule, when a request whether written or verbal, can be disposed of

promptly and expeditiously the library personnel in charge to whom the same is
presented shall do so immediately, without discrimination, and in no case beyond
fifteen (15) working days from receipt of the request.
5. In case of written requests, petitions or motion, sent by means of letters, telegrams,

or the like, the library employee in charge shall act on the same within fifteen (15)
working days from receipt thereof.

6. Except as otherwise provided by law or regulation, and as far as practicable, any

written action or decision must contain not more than three (3) initials or
signatures. In the absence of the duly head of the Campus Library, the library
employee next-in-rank or in-charge or the person duly authorized shall sign for and
in his behalf.
7. All heads of the Campus Libraries shall render a full and complete report of
performance and accomplishments on semestral basis.
8. Every library employee, except those who serve in an official honorary capacity,
without service credit or pay, temporary laborers and casual or temporary or
contractual workers, shall file under oath their statement of assets, liabilities and
net worth and a disclosure of business interests and financial connections including
those of their spouses and unmarried children under eighteen (18) years of age
living in their households.
Library Office Rules and Regulations
 Attendance
1. Regular attendance is expected from the library personnel.

2. Each day on arrival and on leaving, logging in/out is required.
3. If unable to report to work because of sickness or emergency reasons, a message
should be sent to the College Librarian or to his immediate superior as early as
possible on the same day so that proper arrangement and adjustment could be
made.
4. Prior approval of requests for permission to absent other than illness must be
secured before a staff can absent himself/herself.
5. Vacation leaves should be filed three days before the effective date and should be
duly signed by the Campus Executive Director.
6. 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.
7. 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 Campus Executive Director or his authorized representative before
leaving his/her work station.
8. Library employee leaving the Campus on official business or official time should
accomplish the “Authority to Travel Form”, approved by the Campus Executive
Director.
 Punctuality
Promptness in reporting to work is strictly observed.
 Office Time

Chatting, gossiping, loitering, or engaging in non-official activities while on duty

is strictly prohibited.
 Snacks and Lunch Breaks
Library personnel are given 15 minutes snacks break in the morning and
another 15 minutes snacks break in the afternoon.
Lunch breaks are arranged with the library to maintain continuity in
library services. Each employee is given an hour for his/her lunch break.
Since the library adopts the “NO NOON BREAK” policy, flexible time shall
be observed.
 University/College ID
All library personnel on duty are required to wear their University ID for proper
identification.
 Proper Attire
All library personnel must dress appropriately to command respect. T-shirts
and denims are strictly prohibited.
 Protection of Library Property
Library personnel including student assistants should assume responsibility for
the protection and preservation of the library’s collection.
 Borrowing of Library Materials
1. Library personnel are entitled to borrow from the library provided all normal
circulation procedures are carried out.
2. Library personnel must sign the book card with his/her full name and have the
book date stamped in the Circulation Desks.
3. Library personnel must respond to recall and return limited loans on time in the
way that other users are expected to.
4. No library personnel may borrow any library material for his/her brother/sister,
son/daughter, or friend who is not a student of PSU or other school.
5. Library personnel are not allowed to borrow unprocessed library materials.
6. The number of books that the library personnel may borrow is covered by the
same rule that applies to faculty.
 Utilization of Library Equipment and Supplies
The use of office machines, equipment (typewriter, computer, etc.) and supplies
shall be used exclusively for library activities.
 Cleanliness of Library Premises
Housekeeping is part of the daily routine of the personnel in the library. They
must follow strictly the rule on cleanliness inside the library premises.
Conduct in the Library
1. All Campus Libraries are non-smoking area.
2. All public contacts should be handled in a friendly and courteous manner on the
basis of merit and impartiality. Engagement in an altercation with library users
is discouraged.

 Study Outside Library Work

With prior endorsement of the Campus Executive Director 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.
 Lost Property
Lost and found belongings in the library should be handled by the College
Librarian and takes whatever steps practicable to inform the owner.
 Procedures in Reporting Accidents
It is the duty of library personnel to make himself /herself familiar with the
procedures in handling accidents within the library premises. Every personnel is
required to submit a written report on the incident occurred. Then report immediately
to the Administrative Officer of the Campus.
Rules and Regulation for Library Student Assistants
The primary function of library student assistants is to serve the readers or

library users in a prompt and courteous manner. Since the student assistants
represent the library, they are expected to give the kind of service they would like to
receive - quality services.
 Absences - Student assistants shall not be allowed to take an absent except

for emergency and sickness reasons.
 Work Assignments- A student assistant is required to render four (4) hours a
day and/or maximum of 60 hours a month. Work load is also given to each
student assistant to refrain from overlapping of work assignments.
 Assistance to Library Users- Student assistants are expected to be
knowledgeable to retrieving of library collection, hence, elementary reference
service is required to be learned by the student assistants.
 Closing of the Library - Student assistants must ensure that the
library is neat, in proper order and all equipment are turned off before leaving
the library.
 Confidentiality - Library records are confidential documents. Hence,
student assistants are not allowed to disclose library users’ ID numbers,
addresses or loaned books.
 Dress - Proper attire must be worn at all time.
 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.
 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.

B. ORGANIZATION AND ADMINISTRATION OF READERS’ SERVICES
The readers’ services is consists of reading room services such as instructing

students on proper use of the library, lending books assigned by the faculty for further
readings by their students and providing aid in retrieving information. The
effectiveness of readers’ services depends upon the co-operative effort of library
personnel in the technical services. The readers’ services main objective is to assist the
library users in all their needs.
The readers’ services include the Information and Reference, Circulation,

Filipiniana and Periodicals. The Information and Reference collection consists of
general reference books such as dictionaries, encyclopedia, yearbooks, indexes,
dictionaries, almanacs, handbooks and manuals. The Circulation collection consists of
non-fiction and fiction books which may be borrowed for home use and other materials
which require further readings for students. The Filipiniana collection consists of
literary works of Filipinos and publications published in the Philippines. The
periodicals consist of bound and single issues of professional and cultural periodicals.
Methods and Procedures in Answering Reference Questions
In answering reference questions, the flow chart shows the pattern on how
librarian answers user’s queries.
QUESTION/ ASSISTANCE
PROBLEM CONSULT A GIVEN
(CONFERENCE
RECEIVED REFERENCE INTERVIEW)
ANSWER ANSWER
RESEARCH SATISFIED FOUND NOT
FOUND
SOLICIT ANSWER FROM

REFERENCE OUTSIDE RESOURCES
QUESTIONS (REFERRAL LETTER)
Figure 1 Answering Reference Questions
1. He/she considers the kind of information needed in relation to the type of

materials to be used, bibliographical statistics, historical, current, practical
and theoretical.

2. He/she may have to recognize the necessity of estimating the probable

difficulty so that he/she may know it is wise to devote his/her time at once
to it or to ask the reader if he/she is willing to wait or return for an answer
some other time.
3. After considering various aspects of questions, he/she will make hypothesis
as to the materials which are likely lead to information. This obviously a
reasoning process and it should be thought thoroughly before a step will be
taken.
4. Take time for discussion with the inquirer and for making a reasonable
hypothesis.
5. Take time for a thorough search. The length of time that should be for
difficult question depends primarily on the claims that the inquirer has on
the library in competition with other claims, the importance of the request
and the time of disposal of the library.
6. The answered reference question must be recorded on a reference question
answered card for future use of the students and librarians.
Methods of Control
Undergraduate and graduate students including faculty and staff should
present their university Identification Card in all library transactions.
Registration of Library Users Records

1. Registration
Students, faculty and staff must fill up their respective Library Registration
Forms (Appendix A and B) for library record purposes.
2. Other Researchers
Alumni, students and researchers from other PSU campuses are requested to
present their validated IDs, together with referrals from their Librarian.
Meanwhile, students and researchers from other universities and other

individuals who may intend to use the library’s resources and facilities are also
requested to present their validated IDs and referral letters from the
schools/institutions they came from. Materials to be used by non-members of PSU
researches are limited within the library premises only. A research fee will be also
charged to non-members of PSU.
Control Desk
1. Incoming Readers
All incoming readers are requested to sign at the library’s log book (Appendix C).
2. Statistics
The library staff in-charge tallies all readers admitted in the reading room on a
daily basis. The statistical data are classified according to administration, faculty, staff,
students and outside readers (Appendix D).

Circulation Services
1. Borrowing of Books.
The PSU Library System is using both the Computerized System and the manual
system adopting the modified Newark Charging System. It is a lending system devised
by the Newark Public Library in Newark, New Jersey, based on a single entry time
records. The system makes use of:
 Book cards bearing call number, author and short title
 University ID bearing name, address, etc.
 Book pocket, which reports information on book card
 Date due slip
1.1. Home Circulation Books

Books for home use, those found in the circulation stack area are issued for 1
day while fiction books are issued for a week and may be renewed for the same length of
time if no demand for them.
 To borrow books:
a. Check the card catalogue or the OPAC whether the library has the book that one
would like to borrow.
b. To take the books out, fill up the book card (Appendix F) with the following data:
b. 1. For undergraduate students
b.1.1. Date
b.1.2. Borrower’s Name
b.1.3. Present their University I.D.
b. 2. For faculty and staff
b.2.1. Date
b.2.2. Borrower’s Name
c. Desk Assistant’s Duty/Routine. The following are the duties of the desk
assistant:
1. Carefully checks the author and accession number of book and the book
card if they tally before charging the book to the book borrower.
2. Stamp date due on the book’s date due slip (Appendix G) and book card.
3. Check the book card whether the borrower has written the correct
information required to him/her to fill up.
4. Arranges book cards in date due file alphabetically by borrower’s
surname.
5. If the book card is already filled up get a new card and take the exact
author, title, and accession number of the book on hand. File the old
book card according to classification.
6. Every time a faculty or a staff borrows, his/her employee identification
card is presented.

1.2. Reserved Books

For many courses where there is a need for supplementary of further reading,
books use by many students besides their regular textbooks are placed on reserved
corner.
There are 2 kinds of reserved books: (1) reserved books loaned for an hourly
basis and (2) reserved books to be loaned for a definite period of time as directed by the
faculty who puts the book/books on the reserved corner.
To take the reserved books out, the following steps must be observed:
1. Borrower gives the author and title of the book to the librarian
2. Signs his name and time when he/she gets the book on the book card form.
3. Renewal for another hour is permitted if no other students are looking for it.
4. Failure to return after the appointed time for returning it will incur a fine for
each hour and day of overdue.
2. Returning of Books
Borrowers: Open the back of the book showing the date due on the date due
slip.
Desk Assistants:
1. Check the date due on the date due slips.
2. Go over the date due file of the borrower of the book.
3. Withdraw the book card; check the accession number of the book card
against the book to be sure it has the same accession number.
4. Mark returned (ret) opposite the name of the borrower on the book card, date
due slip and put back the book card on the book pocket.
5. For the faculty and staff, check the name of the borrower on the book card
and consult the logbook arranged alphabetically by borrower’s name.
6. Puts book on the book track or on the shelf marked “books for shelving.”
7. Shelves books.
8. If the book card cannot be found for the book that was already returned, book
is place in shelf marked “snag” and research is made for the card.
3. Renewal of Books
To renew a book, borrowers should bring the book to the Circulation desk for
renewal of the due date.
Desk Assistant:
1. Checks the due date files and withdraws the books and reissue the book.
2. Stamps the date on date due slip and the book card.
3. Give the book card to the borrower and let him sign all the information
needed in borrowing books.
4. Handling Overdue Accounts
Desk Assistant should follow this routine for books overdue.
1. Takes cards for books overdue from the date file.
2. Before sending overdue notices (Appendix E), search for books should be
carefully done:
a. On regular shelves

b. Among snags books whose cards could not be found.

3. If books are not found, fill up the library notice form with the author, title and
date due of the overdue book.
4. If book is not returned after notice, send notice for three days after the first
notice.
5. Handling Fines and Lost Books
1. Ten pesos fine per day, including Saturdays, Sundays and Holidays for every
unreturned home reading books and general circulation books, but not
exceeding the price of the book.
2. Twenty pesos per day for reserved books or the fraction thereof after the
appointment hour or returning of the book.
3. If the book is lost, borrower should notify the librarian.
4. The levy overdue charge maybe stopped with effect from the date of notice of
loss. If he finds the book, fines collected in only from the time he reported
that the book was lost.
5. If the book is lost, the borrower either replaces an exact copy of the book or
pays its price plus the processing fee of fifty pesos (50.00).
6. All payments should be made directly at the Cashier’s Office.
5.1. Books Lost But Paid Records

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

a. Replacement of the book lost should be the exact copy of the book.
b. The following should be checked before accepting the replacement:
i. copyright date of the book;
ii. publisher;
iii. title of the book;
iv. Author;
v. The format whether it is cloth bound or paper bound; and
vi. ISBN
6. Library Clearance
A. 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. PSU employees granted scholarship, either academic or short-term
training grants, for a period of one month or are likewise required to get a
library clearance.
B. Students
a. All students (graduating and non-graduating) are required to get their
library clearance one week before the final examination.
b. Students applying for honorable dismissal, transcript of records and
diploma are likewise required to get library clearance.
7. Keeping Circulation Statistics
1. Statistics are made for the daily attendance.
2. Statistics are made for books, periodicals and other materials used inside
or outside the library. Students are required to sign at the logbook for
periodicals.
3. Library assistant should note down the following data:
Attendance of the students, faculty and outside researchers.
4. Home circulation.
5. Reading room circulation of books and periodicals.
6. Book circulation is noted according to their classification.
7. Statistics of reference questions asked should be jotted down with their
corresponding sources where answers can be found.
8. Sum up statistics after each day.
9. Statistical report should be done quarterly and at the end of the year
cumulative total is taken.
8. Methods Used in Recording Periodicals
1. Sorting out the mails
a. Subscription and miscellaneous periodicals
b. College Librarian’s Office
c. Acquisition
2. Stamping library seal and date
3. Recording. Every title of periodical is provided with serial file (Appendix
H) with the following information:
a. Title of periodicals
b. Subscription agent
c. Publication address
d. Frequency
e. Price
f. Indexed wired or separate
e Bound; color

Subscription: Foreign or Local

1. Check the number and volume of the periodical received against the
serial file. For newspapers with duplicate copies, checking is made on each copy on the
serial file.
2. For new subscription, provide a serial file and write all necessary
information such as title, publisher, frequency period of subscription and agent, price
and their index if separate or wired and also the start of subscription.
Miscellaneous: Exchange Basis, Gifts, Free, Etc.

Exchange Basis. Monographs, bulletin, catalogues on exchange basis
should be forwarded to the technical services. These materials are recorded in the said
section and only the catalogues, bulletin and monographs of PSU are to be catalogued
and the rest are forwarded in the Periodical Section.
1. Kinds of Exchange Publication

A. Books and Duplicate
1. Piece for piece
2. Price for corresponding price exchange
B. Serial Publication
2. Methods or Procedure of Exchange

 Procedures in controlling the publication for distribution received from the
administration.
o Provision of control card. For every copy of serial received by the library,
there must be a corresponding control card (Appendix I).
o Name of the publisher for exchange, volume, number, date of
publication, number of copies received from the administration and date
of receipt should be noted on the control card.
 Record card for processing and distribution of the exchange sent and received.
o Mailing list cards (Appendix J) for each institution.
 The front of the card indicates the name of the institution on the
first line, address of the institution on the second line and
volume, number, year and date sent on the succeeding lines.
 At the back of the card, list of publications the library received as
exchange from the institution.
 Recording of exchanged publications received.
o For all serial publications received.
o For monographs of research papers, they are recorded at the Reference
Section and then forwarded to the Technical Services Section and finally
for circulation.

3. Filing
1. Alphabetize the periodicals separated from subscription and miscellaneous.
2. File the current number on the display rack, for the back issues. Periodicals
are arranged alphabetically by title.
3. Newspapers are filed by dates.
.4. Claiming Notes
Foreign and local periodicals on exchange basis
1. Check serial record. Note down the volumes and numbers not received or
missing issues.
2. Check the subscription invoice, note down the subscription period covered.
3. For one number of a missing periodical, write on the claim card if the
subscription is through a firm.
4. Write a letter to the firm stating the titles and numbers of missing
periodicals.
5. For the local direct subscription or exchange basis, a separate claim letter is
provided for each periodical title.
6. Have the librarian’s approval and signature.
7. Make a note on each claimed missing issues at the back at the back of the
serial record.
6. Inventory of Books
Listing of Missing Books

An annual physical inventory is conducted at the end of the calendar year. The
inventory report of the library collection is submitted in two (2) copies: one copy for the
Supply Office and one copy for the Auditor’s Office.
After inventory is over, all books found missing on the P-slip are to be listed on
long sheet. The list will have this title “List of Books Found Missing in the Physical
Inventory of Campus Library.”
The list should be arranged by DDC ten main divisions (000-900) and under
each division; the arrangement is by call numbers. Given for each missing book are
author, title, copyright date and accession numbers.
Additional Instructions to be Noted are as follows:

 If there is a book on the shelf with no shelf-list card or accession number, insert
a slip on the book with this note “No shelf card and/or accession number of the
shelf-list card.”
 If there is accession number on the shelf card for which there is no book on the
shelf, put slip before the shelf card giving the call number, author, title and the
accession number with a note “Not Found” after the accession number.
 At the end of each day’s checking, take all the books which have no shelf-list
cards or accession numbers on the shelf card to the Technical Services Section.

 After the books which are not found on the shelves have seen listed at the end of
the day, search will begin. Consult all sources such as file of book cards
charged out, binding records outstanding loans, etc. to see if the titles are
removed. If there are any books which cannot be located, write with pencil on
the shelf-list card opposite the accession number the information to the effect.
“MI May 2009” may be used for missing inventory in May 2009.
In case that the book is “Lost or Discarded” followed by date on the self-
list card indicate Lost or Discarded in Remarks Column of the Accession record.
Shelf-list cards of all copies of the book lost or discarded should be
withdrawn. Books represented by those cards should be considered for
replacement if still in demand. If new copies are secured, the accession
numbers are added to the card.
A copy of the inventory record should be kept by fastening in the front of
the accession record containing the following:
a. Number of book at the beginning of the inventory
b. Number of books found missing or lost.
c. Number of books discarded
d. Present total number of books owned by the library after
inventory.
The list of missing or lost books found in the inventory and also the
withdrawn books are kept in front of the page of the accession book.
When any books are lost and discarded, this must show in all records. It
means:
a Indicate in the accession record in the column “Remarks” or the
proper accession number what has happened to the book and
when.
a. Take the shelf-list card of the book out of the shelf-list file and
indicate after the accession number what has happened to the
book as for example Lost or Discarded. Keep the shelf-list card
and re-file it in the shelf-list in proper place. If the duplicate of
the book is not purchased, file the shelf-list card under a guide
card reading “Lost Books.” This Lost Books File should be
cleared about three years, if books do not show up or are not
replaced. If the shelf-list has more than one accession number
on it, it must be kept in the regular, or “active” lost or discarded
copy appears on the card opposite the proper accession number
duplicate shelf-list for missing books.
All catalogue cards for lost books must be taken out from the card
catalogue. To be sure what catalogue cards are made for each book, refer to the
tracing at the back of the author card.

Depreciation of Library Books

The costs of library books are allocated to the period benefited through the
provision of accumulated depreciation. Depreciation is the systematic and gradual
allocation of the depreciation amount of book over its useful life.
Depreciation shall be computed using the Straight Line Method. Depreciation
shall start on the second month from purchase. A residual value equivalent to ten
percent (10%) of the cost shall be set. Annual depreciation is computed as follows:
Asset Cost less Estimated Residual/
Salvage Value
Annual Depreciation =
Estimated Useful Life
Asset Cost - Purchase or Acquired Value of the Asset

Estimated Salvage Value – 10% of the asset cost
Estimated Useful Life – 5 years as determined by COA
Procedures in Recording of Books Lost
1. Get the book card after receipt by payment is submitted. Annotate it with this
note. Book lost by Mr. /Ms and paid for on date
.
2. Staple together all the papers including receipt of payment, book card, and
authority for condoning payment, etc., pertaining the case and file in the
Librarian’s vertical file “Books Lost” folder.
3. Under remarks in the accession book and after the book accession write “Book
Lost by Mr. / Ms. and paid for or payment condoned
by the Cashier on (date) signature of the College Librarian.
4. On the corresponding shelf-list card after its accession number, write “lost and
paid” by Mr. /Ms. on (date) , signature of the
College Librarian.
5. If the book will be replaced by the library, use the same shelf-list card but to be
accessioned like a new book.
Supervising the Readers’ Services

The following are guidelines on how to instruct library student assistants:
1. Prepare the work
Put him/her at ease
State the job and find out what he/she already knows about it.
Get him interested in learning the job.
Place him/her in correct position/job.
2. Present the operation

Show illustrations one step at a time.

Stress each key point.
Instruct clearly, completely and patiently
3. Try-out Performance
Have him/her to the job-correct errors.
Have him/her explain each key point to you as he/she does the job again.
Make sure he understands.
Continue until you know he knows the job.
4. Follow-up
Put him/her on his/her own. Designate to know he/she can go for help.
Check frequently. Encourage questions.
Taper off extra coaching and close follow-up
A. Loan Desk
1. Checking of overdue fines—if notices and follow-up have been done.
2. Other files (circulation statistics)
B. Book Collection
4. Check if shelf reading is done in every section.
5. Check the track area of the different section.
C. Reading Rooms and Furniture
1. Check if the furniture is in order or clean.
2. Check if all windows are closed.
3. Study the arrangement of furniture if problem arises.
4. Direct janitors if furniture and the reading rooms should be cleaned.
D. Supplies
1. Check if the different sections have enough supplies such as book cards, date
due slips, loan cards, forms used in the different statistical report.
2. Mimeographing of forms to be used in statistical report.
Scheduling of Library Student Assistants

o Making arrangement with other assistants if somebody is absent (Advance
notification).
o Adjusting schedule of work of an assistant if somebody is absent in a section.
o Maintaining records of absences.
o Tallying and checking number of hours in the Daily Time Records.
1. Time records are usually submitted on the 30th or on the day before 30th
of each month.
2. Records the absences of the absentee on the notebook.

Making Monthly Statistical Records

o Check and tally statistics by section
1. Statistics of library users
2. Book Utilization
3. Periodical Utilization
o Prepare the monthly statistical report using the corresponding forms.

1. Statistical Reports on Library Visits
2. Statistical Reports on Book Utilization per Classification and Program
3. Statistical Reports on Periodical Utilization per Program
o Filing of statistics on their respective folders:
STATISTICS—LIBRARY VISITS
STATISTICS—BOOK CLASSIFICATION
STATISTICS—PROGRAM
o Summary of the statistics on library visits, book utilization and periodical
utilization should be submitted to the College Librarian 3 days after the end of
the month.
Other Works and Reports to be Made
o Book selection—spending at least 2 hours in book selection.
o Working in other section where help is needed.
o Attending to the request of students, faculty and administration.
o Checking the works in each section (especially backlog works).
o Preparing reports survey studies and analysis of the library services.
C. ORGANIZATION AND ADMINISTRATION OF TECHNICAL SERVICES
THE COLLECTION DEVELOPMENT POLICY
The Library's collections directly reflect the Pangasinan State University’s vision
and the mission and objectives of the schools located in different campuses Campus.
The Library's collection development program gives highest priority to the instructional
programs of the schools herein.
A library without a collection is nothing; it does not exist because the collection
is the library’s wealth. It is what it makes it a library. It is the library’s tool in searching
out the knowledge and enlightenment to people especially for students searching for
what is there yet to know. It is through which people enrich their understanding of the
different fields of knowledge, and discover the unknown.
Purpose
The purpose of this policy is to guide Pangasinan State University Librarians

and to inform the users about the principles upon which decisions are made. A policy
cannot replace judgment coming from the librarians, but stating goals and indicating

boundaries will assist them in choosing the best array of available materials.. The
future of the library will depend upon its ability to provide information to the
community it serves. Free speech and the open exchange of information cannot depend
solely on the traditional producers of mass media. The library recognizes a
responsibility to support the production and translation of library materials by patron,
community groups and library staff in order to ensure the open exchange of
information.
Scope
The Collection Development Policy is a written guide, which relates the library’s
collecting practice of resources for instructional, research and other program needs.
Further, the policy affirms the desirability of continued development of collection in
order to serve the following:
 Students;
 Teaching and Non-Teaching employees;
 Outside researchers.
COLLECTION DEVELOPMENT PROCESS
Collection responsibilities are shared. The Campus Executive Director, College

Dean, Department heads/Program advisers, the Faculty, the Student representatives
and the Librarian share oversight of various collection responsibilities, including print
and other formats. The Library has the ultimate responsibility for building and
maintaining the collection, including decisions about storage, preservation, and
weeding; collection interpretation, collection evaluation, and budgetary management.
The selector’s primary responsibility is to build a comprehensive collection of
important materials on any subject based on the information needs of the library’s
primary stakeholders. Each selector develops a strategy that will go beyond the base
provided by faculty requests to build a balanced collection. In general, the more a
selector knows about the Library’s collection, subjects supported by the library, and the
college’s curriculum and research needs, and trends in the disciplines the more
effective the selector will be;
Selection decisions should be made in a timely manner and on a continuing
basis. Establishing criteria for the selection process makes selection less of an art and
more of a science. Selection responsibilities also require frequent interaction with
academic faculty and students. Consultation with faculty is extremely important when
selecting highly specialized or expensive titles. Subject expertise is also valuable for
collection development activities.
The Librarian is responsible for systematic assessment of library collections;
serves as liaison to academic departments; supervises the collection development;
coordinates licensing for and access to web-based products; coordinates weeding, gift

review, and replacements; recommends serials subscription; assists in allocating and

monitoring the materials budget; acts as the primary campus contact for collections
and represents the Library on university-wide special projects and collection
development projects;
Faculty and Student Library Representatives. The Library relies heavily on

classroom faculty for the selection of materials to be added to the collection. Each
department appoints a faculty member as member of the committee to oversee the
selection of materials by their department. Ideally the representatives have been
teaching at College for a few years before taking on this task so they have a working
knowledge of the Library and its collections. Also, the representatives encourage their
department colleagues to submit orders and review them, helping to build a balanced
collection. The duties and responsibilities of the library representatives are as follows:
 Keeping the library informed of new faculty, new classes and programs, faculty
interests, research, etc.
 Forwarding faculty requests for library materials
 Keeping faculty apprised of allocations (and spending deadlines) for materials
 Keeping faculty apprised of library services and changes,
 Regularly reviewing current journals, making sure titles are still needed.
1. SELECTION
 The mission of Library is to promote learning and research by making available

materials appropriate to the school’s mission and by creating an environment,
whether in person or electronically, in which faculty and students can interact
with library resources in the pursuit of knowledge. In order to fulfill this
mission, the Library will continuously and systematically acquire and maintain
a core collection and provide electronic access to databases and other
information primarily for students and faculty or inter-library loan resources
that meet these needs.
 Materials collected are college level and scholarly in nature. The exceptions to
this policy are curriculum and browsing collection materials, Recreational
reading or materials for subjects not taught at the college are acquired on a very
limited basis.
 Faculty and students are encouraged to suggest titles for purchase and
electronic resources, and this input is seriously considered in purchasing
decisions, dependent on available funding.
 All formats of information, which the library can reasonably accommodate, are
weighed for purchase dependent on the Library’s ability to best serve its
patrons. The Library embraces state-of-the-art formats and delivery systems
which enhance its ability to serve its clientele. The Library will provide timely
access to external resources, whether print or electronic, when they are needed.

 The library solicits gift books and money for the purchase of library materials.
When gifts are accepted, it is with the understanding that such donations
become the property of the Library and will be evaluated and judged by the same
criteria as those for purchase.
 Textbooks, study guides, and workbooks required for individual classes are
normally collected. The Library buys a title and place it on reserve for a specific
class if the book is one we would want to purchase anyway.
 All materials relating to Pangasinan State University are collected. These

include:
a. Monographs published by PSU.
b. Articles in newspapers and magazines about PSU.
c. Souvenir programs of celebrations in PSU.
d. Commemorative materials in celebration of events at PSU
e. Others relating to PSU.
 Books in the library fall into three categories namely:
 Informative;
 Recreational;
 Inspirational.
Books must be carefully selected from the standpoint of user’s interest, i.e. to
supply the right book in the right format to the right user at the right time. This
involves knowledge of the extent and character of reader’s demands and knowledge of
books that meet those standards and demands in terms of the highest book values. In
the acquisition of materials, the librarian should:
 Have a thorough knowledge of publishers and the source of hard to find

and out-of-print materials;
 Know the comparative advantages of buying directly from the publishers or
through a dealer;
 Understand ordering policies and procedures and of practices and
procedures regarding gift and exchanges.
PSU- Library acquires print and non-print materials. Acquiring these materials
in the library involves certain principles, guides and criteria in order to have a well-
balanced collection and to choose the right materials for the right users, at the right
time. At a least cost. These principles are the following:
 See to it that no race, nationality, trade, religion, school of thought or its

local customer is overlooked;
 Select the right materials for the library users;

 Demand is the governing factor in book selection;

 Materials acquired should meet high standard, quality in content;
expression, and in format;
 Priority is given to a mediocre book which will be read in preference to a
superior book that will not be read;
 Selection is inclusive and contains whatever materials contributed to the
program of the library;
 Thorough knowledge of the community to be served;
 Collection development should be carried out with knowledge and
participation in cooperative programs at the local, regional, and national
levels.
a. Levels of Selection
The level of selection or depth is considered to be the comparative degree of
concentration, which the library will employ in a specified subject. Five terms have
been adopted:
 Exhaustive
Obtain or try to obtain everything available on the subject, within
budgetary limitation.
 Comprehensive
Select all materials available, excluding those items of doubtful value.
 Representative
A well-rounded collection covering all phases of the subject.
 Selective
Only the important basic, fundamental, or significant items; or those
having current value or timely interest.
 Minimal
Only materials of general information: such as dictionaries, encyclopedia,
surveys.
b. How is Selection done?
1. Criteria of Selection
In order to acquire the best materials for the library, the librarian must have
to evaluate or determine whether or not they are suitable or desirable for the library. All
materials are to be carefully evaluated before purchase and only materials of good
quality are acquired. In examining materials to be purchased, the following criteria shall
be used:
General Criteria (Print)

Authoritativeness
 What is the background and reputation of the author or creator? Of the
publisher? Of the sponsoring body?

Accuracy
 How accurate is the information presented:
Impartiality
 Are all sides of a question presented fairly, or is there evidence of bias?
Hidden bias or openly bias?
Recency of Data
 How up-to-date is the information? In revised edition, how much revisions
have been done?
Adequate Scope
 Are all important aspects of the topic covered or are some slighted or left
out?
Depth of Coverage
 Does the work go into enough detail, or is it superficial?
Appropriateness
 Is the work presented at a level (vocabulary, visual, etc.) that can be
comprehended by the intended user?
 How suitable is the length?
 Will the user’s attention span can be overtaxed? How suitable is the medium
for the representation of this subject?
 Is the work suitable for a group or individual user? Or both?
Relevancy
 Is the work relevant to the user’s experience?
 Can they relate to it?
 How useful will the data be to the intended user?
Interest
 Will the work hold the user’s interest by appealing to the imagination, sense
of curiosity, human needs, etc?
 Does the work offer an intellectual challenge?
Organization
 Is the work developed in a logical fashion? Are all parts pertinent?
Style
 Is the style of presentation appropriate to the material?
 Is the style comprehensible to the intended users?
Technical Aspects
 How faithful to the original are illustrations, visual matter, or sound?
 What is the degree of clarity? Is everything in focus?
 What is the relationship of the size of the images to the original?
 Is this clearly defined and indicated in some way?
 Is there possible confusion?
 Are elements synchronized?
 Are transactions from one scene to another (in a film) well-done?
Physical Characteristics

 Is the typeface well-chosen and of the right size?

 Is the paper and binding or the film or vinyl of good quality?
 Is the work well-designed?
 Attractively packaged?
 How easy is it to use the work?
 To repair the work?
Special features
 Are bibliographies, appendices, notes, and guides to the material included?
 Is the work part of a multimedia package, with supporting elements
available?
Library Potential
 How does the work fit into the collection that already exists?
 Does it balance another work of differing viewpoint or merely add more of
the same? How frequently will this work be used?
Criteria: Non-Print
Content Factors
 What is the primary purpose of the item? Is there a user’s guide included?
Does it provide a specific answer to this question?
 Given the purpose of the item, is the length of the program appropriate? An
item can be too short, but more than not, they are too long.
 Is the topic current fad or is it something that is likely to have long-term
interest?
 Is the material presented in a well-organized fashion?
 Is the story line easy to follow?
 Is the item of relatively short duration and is an attempt to popularize a
subject, does it do this with sufficient accuracy in a sense that the
simplification process does not cause misunderstanding or worse create
misrepresentation?
 When was the material copyrighted? Copyright information can be difficult
to find for some data and format?
 Will the visuals or audio date quickly?
 How many uses could be made of the material in addition to those identified
by the producer?
Technical Factors
 Are the visuals, assuming that there are visuals, really necessary?
 Are the visuals in proper focus, the composition effective, and the shots
appropriate?
 Is the material edited with skill?
 Does the background audio material contribute to the overall impact?

 Is there good synchronization of visuals and audio?

 How may the format be used – small or large group viewing, or both? In
darkened room, semi-lighted or fully lighted room?
Format Factors
 Is the format the best one for the stated purpose of the producer?
 Will the carrier medium stand up to the level and type of use that the
library would give it?
 If it is damaged, can it be repaired? Or must it be replaced?
 What type of equipment is required to use the medium?
 How portable is it and how heavy?
c. Field of Selection
Stock will be maintained to different degrees of saturation, as to particular
books or subjects. Basic landmark books, that are in perennial use, and that have
stood the test of time, are to be stocked to a point where the normal demand can be
meet adequately. Shelf adequacy is the key to saturation rather than the shelflist
adequacy.
1. Biography
Biography includes autobiography, personal narratives and journals, diaries
and letters. All are purchased, in varying quantity, including standard editions of
classical works. Special attention is given to lives of pioneers and local personalities.
Since the biographer must be eclectic in his use of material, biographical writing follows
no prescribed rules or pattern. Documentation, or sound evidence, is looked for in
relation to the nature of treatment, popular accounts being in a measure exempt from
the rigid standards imposed on various academic studies.
2. Science
The objective of selection in the field of science is to develop a research
collection of literature that has the widest possible breadth, width, and depth, so that
the research scientist can come to the library with a reasonable expectation of finding
the specific reference or piece of information he seeks.
Books in the field of science its subdivisions shall be selected for readers of
limited background and training as well as the highly trained research scientist. While
the fundamental of the subject are well-established, there are varying points of the
range of treatment of the subject should run from introductory textbooks to
comprehensive treaties, and from general elementary books to extended treatment in
specialized volumes.
3. Social Sciences
The study of social sciences is both theoretical and practical. Besides the
books on theory and the various schools of social thoughts, the library endeavors to

provide a broad range of materials dealing with sociology, anthropology, economics,

politics, government, social problems, social work and finance.
4. Education
Fairly heavy duplication is made for materials on various phases of
education, such as theory and philosophy, comparative forms of instruction, vocational
and adult education, remedial reading, vocational rehabilitation, and the use of audio-
visual material. The library also supplies standard works on the history of education
professional teaching methods, educational psychology, and school organization and
administrative on elementary and secondary level, in addition to books on college life
and the more formal aspects of higher education.
5. Arts
Books in the arts cover an exceeding widely range, from primitive beginnings
to modern trends and development in all countries. This fields covers:
 Music;
 Photography;
 Architecture
 Sculpture
 Painting
 Landscape gardening;
 Sports and recreation;
 Antiques and jewelry;
 Dancing and the dramatic arts;
 Radio, television and motion pictures production.
Arts itself is multiple and includes drawing, design, painting, sculpture,

architecture, religious art and symbolism, ceramics, prints, and commercial art. Written
and edited chiefly by critics, teachers, and connoisseur, encyclopedias, general and
national histories, essays and bibliographical studies, handbooks, formal and manuals
for instruction.
6. Engineering & Architecture

There will be comprehensive coverage and duplication in the area on various
subjects of engineering, such as theory and general principles, mechanical engineering,
electrical engineering, civil engineering, and architecture.
7. Geography and Travel

In the field of geography, the library acquires textual materials and atlases
largely for subject coverage. Atlases are selected for their cartographic excellence and
informational value in the areas of historical, economic, physical, and descriptive
geography usually for reference purposes. Travel constitutes a major field in book

selection, due to the popularity of the subject, stemming from the great increase in
world travel in recent years.
8. Geology
Book material selected will be for general reader. The collection will focus on
world geology with complete coverage of geology per country.
9. History
The library selects books covering all phases of human history, form the
earliest times to the present, with emphasis on Philippine history. Local histories are
also sought out specially the history of Urdaneta City. Important printed source
materials and basic bibliographies are acquired and preserved.
10. Language
Books on the subject of the language include those dealing with linguistics,
etymology, and lexicography, in addition to readers and simplified classics for adults
learning English and those studying foreign languages. Formal grammars are both
sparingly. Workbooks of special type are also bought in few numbers, although
dictionaries, including English, Filipino, and two-way manuals, are bought freely for
reference use.
11. Law
The library provides a basic collection, standard and popular books for the
general reader on such subjects as jurisprudence, history of law, development of legal
institutions, etc. with major emphasis on practices in the Philippines..
12. Library Science

The library shall acquire library science books to support the Staff
Development Program for librarians. All types of formats and all subjects in Library
Science shall be taken into consideration.
13. Mathematics
There will be comprehensive coverage and duplication in the area of
practical mathematics and the refresher type of books for home study. Because
mathematics is so closely related with applied sciences and in order to provide material
for the industrial interests of the community, advanced mathematics for materials will
be purchased.
19. Philosophy
Philosophy may be said to compromise man/s ideas about the nature of
the universe and the meaning of life, the kind of being he is, and his relation to the
works at large. Principle subdivisions within these broad fields of thought are
metaphysics, logic, aesthetics, and ethics. The library buys the best books on all these

related subjects, also important histories of philosophy and guides to philosophical

systems.
20. Religion
Because the library gives importance of different beliefs on the Almighty,
it should maintain a balance collection. The library also recognizes its obligation to
provide information about major religious denominations represented locally.
d. Problem Area
Policies on Controversial Materials
1.1 Initial Statement

All users of the library may challenge learning resources. This procedure is
designed for the purpose of considering the opinions of those persons who were not
directly involved in the initial resource selection process. However, it is the policy of the
Library Committee to support and respect the initial presumed valid library materials
acquisition decisions made by the professionals to whom that role has been assigned.
1.2 Request for Informal Reconsideration

 The library receiving a complaint regarding library-learning resource shall
try to resolve the issue informally.
 The librarian shall explain to the complainant the library’s selection
procedure, criteria, and the STATEMENT and POLICY
.
 Thereafter, if the complainant wishes to file formal challenge, a signed
request for review of library materials shall be submitted by the
complainant.
1.3 Request for Formal Reconsideration

 As mentioned at the Request for Informal Reconsideration, complainants
who wish to file a challenge shall file the request to the Library Committee
through the Librarian. The Library Committee shall present it during a staff
meeting.
 Within ten days of the Library Committee meeting mentioned above, the
reconsideration committees shall meet, and within thirty days thereafter
shall:
1. Completely read and review thoroughly the challenged material and available
reviews. Passages or parts of the material shall not be pulled out of context
and the committee evaluation shall be made on the material as a whole.
2. The evaluation shall be in the light of the needs and interests of all the
students, the college, the curriculum and the academic community.

3. The material shall further be evaluated in the light of and governed by, the
criteria for initial selection and purchase
4. The material shall further be reviewed in light of the right guaranteed under
the constitution of the Philippines.
5. From the initial receipt of the request until the final decision by the Library
Committee hereafter, the challenged material shall not be removed from the
library, nor placed on any restricted shelf, nor any other manner be made
unavailable to students. Notwithstanding any other provision contained
herein, no restrictions of any kind or manner may restrict any student from
reading, carrying or otherwise possessing on college grounds and facilities
any learning resource, from whatever source derived, utilized b the students
for his/her personal use.
6. The reconsideration committee shall hold one previously advertised and
announced public meeting to which any person in the campus may attend
and comment as to the challenged material at issue the committee shall also
accept and consider any written statements of comments received within ten
days afar the last hearing.
7. Within five days of the last public hearing aforementioned, the
reconsideration committee shall issue a written decision of its major findings
which shall be signed by all members of the reconsideration committee.
8. Any person aggrieved by the adoption or rejection of the committee findings
by the library committee may pursue any and all legal remedies thereafter
available.
e. Duplication and Reproduction of Materials

PSU – Library System 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:
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.
 Where the work by reason of its fragile character or rarity cannot be lent to user in
its original form.
 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;
 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… 188.2. 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…”
f. Accepting Gifts
PSU- 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.
The library follows the following 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 received as gift will be used as part of emergency
fund of the library;
 Librarians are free to decide which part of the gifts should be accepted or
integrated into the collection discarded, sold, or exchanged;
 The library has the right to refuse gift collection especially when the cost of
processing the material exceeded the worth of the collection;
 Books donated which are not useful in the library collection may be discarded.
 Whatever gift is received it should be acknowledged promptly through letter,
telephone call, or personal talk to the donor.
 Memorial gifts are accepted using the same criteria as purchased materials.
Gifts of money are accepted to purchase resources in accordance with the
selection criteria. Memorial bookplates are placed on the item
2. ACQUISITION
One of the primary objectives of the library is to promote learning and research
by making available materials appropriate to the institution’s mission and by creating
an environment in which faculty and students can interact with library resources in the
pursuit of knowledge. In order to fulfill this goal, the library continuously and
systematically acquires and maintains a core collection and provides inter-library loan
resources and electronic access to databases and other information primarily for
students and faculty to meet their library needs.

a. Policy
Acquisition is a process involve in collecting materials from the time when a
request comes into the library until materials have been checked in the library. The
worked involves organization of the selection and acquisition routines, scheduling
frequently of purchases, controlling the established budget for acquisition, and
planning and supervising the work of the staff. The procedures may be planned in
collaboration with the librarian, but individual’s initiative in carrying out functions of
the department is imperative. Work is reviewed by reports and through conferences.
The functions of acquisition policy are as follows:
1. To meet the instructional and research needs of the students and
faculty;
2. To be aware on the new materials and services so that materials may be
brought to the attention of the proper authorities;
3. To keep informed not only on governmental regulations and taxes that
may affect the prices of library materials but also on government
regulations that affect the purchasing policies of the library;
4. To build pleasant relation with bookstore, jobbers and book dealers; and
5. To maintain adequate records on the performance of various dealers.
b. Procedures and Practices

The acquisition is a process of obtaining print and non-print materials for the
library collection. The procedures involved are:
1. Recommend books for requisition (from book catalogues, list of books for
examination, list provided by the faculty) to the Campus Executive
Director.
2. Request is entered in order card. When the book is desired for the
library, order should be filled out.
3. Request is also made for searching titles. If a request for a book comes
from a faculty, department chairman or patron, it is wise to look for the
title in the catalogue books ordered file to check if the library now owns
the book. These are arranged alphabetically by the author’s surname.
4. Preparation of requisition
a. Providing for title to be requisitioned
b. Typing of requisition form (2 copies)
c. Sending requestor for signature
5. Approval of Order
a. The final list of books approved by the Campus Executive Director is
forwarded to the BAC. The G-EPS procedure is followed. In some
cases, the Want List is given to the Supply Officer for canvassing
and ordering.

b. If bided, purchased order is given to the winning bidder. If

canvassed, purchase order is given to the supplier with the lowest
price quotation.
6. Holding cards for later purchased
Each request received in the library is designed either as rush,
regular or hold order after it has been dated hold orders in the For
Consideration File when immediate ordering is not possible, for
financial reasons or because the title is out of print.
Filing of P-slip
1. Cards are then filed alphabetically by author
2. Ordered Filed or Outstanding File
Receiving Shipment
1. Check the Invoices. When books are received, invoice should be checked
and initiated by checker. This checking is done as the books are unpacked
so they can be arranged alphabetically
2. P-slip should be withdrawn from the book ordered or Outstanding File, using
Invoice.
3. After checking from the Invoice, make the acknowledgement receipts for
library file record together with the duplicate invoices.
4. Place the book receive in the technical corner for processing.
5. The librarian certificates the delivery of publication in the Invoice.
6. Invoice with Purchase Requisition is sent back to Accounting Office for
processing of payment.
Acquisition File
The following are the records that the library should maintain:
1. Acquisition file
2. Out of Stock and Out of Print
3. Possible Purchase File
4. Books Received File
5. Books Catalogue
6. Periodical List
7. Thesis File
Accessioning
1. The assigning of accession or property number to materials as they are
acquired in the library is called accessioning.
2. As the materials are received in the library, they are assigned with an
accession number. The librarian is responsible in assigning and
maintaining records of accession numbers.
3. All books and materials acquired in the library, whether through donation,
exchange or purchase shall be accessioned.

c. Steps in Accessioning Library Collection
1. Collate books carefully before accessioning. Take note if there are missing
pages, imperfections, etc.
2. Mark or stamp ownership on:
a. middle portion of the inside front cover
b. verso (copyright page)
c. three side of the book
d. secret page
e. last printed page
f. upper right hand cover inside back cover.
3. Stamp date of acquisition on the upper left hand corner of the inside front
cover.
4. In the accession book, provide columns for:
a. accession number
b. date received
c. classification no.
d. author
e. title
f. edition
g. volume
h. no. of pages
i. source of fund
j. cost/price
Appraised value of donated books
Hard bound – Number of pages x P 0.60 + P 100.00
Soft bound – Number of pages x P 0.60 + P 60.00
k. publisher
l. date of publication
m. remarks
d. Property Accountability
1. The librarian is the designated accountable officer for the books and other
publications received by the library. However, librarians are not accountable
to all donated lost books.
2. Books purchased for the library are listed in the Acceptance Receipt (AR).
3. Two copies of the Acceptance Receipt are typed. The librarian signs two
copies and sends back one copy (duplicate) to the Supply Officer retaining
the original copy for file.

CATALOGUING AND PROCESSING OF BOOKS
The cataloguing service is responsible for all aspects of cataloguing services for
books and materials acquired by the PSU Library System. It prepares and maintains
the catalogs, which reveal the holdings of the library. The main function of cataloguing
and classification is the organization of books, pamphlets, documents and other library
materials in a systematic order with the use of a classification schedule so that
materials can be made available to the researchers in the most efficient manner.
Policies
The following preferences or priorities must be considered in cataloguing the
collection.
o First preference should be given reference books and books requisitioned
by the faculty in connection with their teaching.
o Second preference includes books other than in the first preference.
Cataloguing of Foreign Language Books
Foreign language books are catalogued and classified like books in the
English language. Therefore, they are put together with the letter. For instance,
a Spanish book dealing on medicine is included in the science collection so with
the rest of the other subjects.
Procedures or Steps in Cataloguing

Cataloguing of Books
1. Books for cataloguing are divided into two parts:
1.1. Books spending for cataloging of the backlog
1.2. New books for cataloguing
Books pending for cataloguing are arranged by broad classification
numbers alphabetically by Main or Author entries.
2. Each book received is provided with descriptive cataloguing. The main
entry may include the title, author statement, edition note, if any imprint
and collation and notes paragraph, if any. Searching or verifying main or
author entry is done using cataloguing tools such as Cumulative Book
Index, Books in print and the National Union Catalogue.
3. For the decision on the form of heading for the main entry, card
catalogue searching is done to ensure consistency and uniformity of
entries.
4. After the card catalogue searching, providing a subject heading and
classification number is done, that is for a book that is new.
Cataloguing of Periodicals
1. Periodicals which are received as gifts or on exchange basis are
catalogued as single monographs.
2. Periodicals which are received regularly containing special subjects are to
be indexed but not to be catalogued.

Thesis/Dissertation Collection
The library will accession and classify thesis and dissertation according
to academic program.
Government publications are to be provided with the see cards from the direct
name of the office or agency to the entry used.
Articles found in monographs authored by Filipinos that have bearing with the
Philippines will be indexed.
Procedures and Practices
1. Classification Scheme — the Dewey Decimal Classification Scheme is the

Classification scheme adapted by the PSU Library System for providing
classification numbers for Philippine languages, literature and history
adopted from the National Library expansion as published in the ASLP
Bulletin December, 1960 issue.
2. Book Number for book or author number, Cutter-Sanborn. Three-figure
author is used.
3. For author and title entries and descriptive cataloguing, the AACR2
(Anglo American Cataloguing Rule 2) is used.
4. For Subject Heading — For providing the subject heading, the PSU
Library System users Sears List of Subject Heading for Philippine
languages, literature and history adopted by the National Library.
Symbols Used in Cards and Labels in Books
Location symbol indicates which section contains the book and this appears on
top of the call number. No location stamp means the item is in the General Circulation
Section.
Cir For Circulation collection – for foreign authored books
Fil For Filipiniana collection – for works on or about the Philippines.
Riz For Rizaliana collection – for works written by and about Rizal.
Th For theses collection – for theses written by PSU graduates only.
Dis For dissertations collection – for dissertations written by PSU
graduates only
Ref For reference collection – for general types of reference books.
S For serial collection
Rare book collection consists of out-of-print publications, early imprints,

expensive volumes and sets, limited edition, fine binding, manuscript, etc. and theses.

Elements of Cataloguing
A. Main entry. Each book or item is described and identified according to a certain
bibliographical principles. This is called the main entry and usually consists of the
following item:
1. a. Call number which is made up of location symbols, class number, book
number or cutter number, and date occasionally.
1. b. Author
1. c. Title
1. d. Author statement if any
1. e. Edition note if any
1. f. Imprints, which consist of place, publisher and date
1. g. Collation which consists of pagination, description of illustrative
materials and series note
1. h. Tracing
B. Added entries. In addition to the main entry, which is usually under title, the book
is listed in the catalogue under other entries subject, editor, joint author
translator, etc. under the unit card system, the card for the main entry is used
as basis for all added entries except the title card whereby the body of the entry
is omitted, only the title of entry and the name are typed. Content note if given
should always be indicated.
The following are some of the added entry headings:

g. Joint author added entry heading
h. Added entry heading for editors, compilers, translators, etc.
i. Name – Title added entry heading
j. Title added entry heading
k. Author added entry heading for a work authored by four or more
authors sharing equal responsibility and entered under the title
as a main entry heading.
l. Series added entry heading.
m. Analytical added entry headings for titles of specific parts.
C. When the proper entry for the book has already been determined, the next step is to
build the DDC class numbers through the use of the following:
a. Standard subdivisions
b. “From divisions” in language and literature
c. “Divide like” note
d. Area or country number

D. To classify a book, the classifier should know exactly what its subject is and what
point of view in what form that the subject be treated. To discover, read the
following:
a. The Title. It sometimes indicates the subject

b. The Table of Contents. This is an excellent guide
c. The Chapter Headings. In the absence of the Table of Contents
d. The Preface. To find out the author’s point of view
e. The Text. In case the above steps prove satisfactory
f. The Reference books. Is the subject is complex or vague.
The subject experts should be consulted when all other methods fail.
E. The Cross Reference used in the Catalogues.
a. “See” or “Search under” reference

b. “See also” or “Search also under” reference
The note or statement type on each of the subject and added entries (old cards)
in catalogue or the edition already completely catalogue is the following: “For entries of
other editions of this book, see the author or main card”
Revised and enlarged editions should be examined carefully to detect additions

that call for extra subject entries or analytic. The very fact that new subjects are
frequently needed makes it advantageous to catalogue each edition on separate card.
New subjects should be given in the tracing of the Main card of the added edition.
F. After class number and author or book number are provided, shelf-list checking
comes to avoid duplication of call numbers. A dummy filed in the shelf-list
record is provided for every newly catalogue book list to serve as a temporary
shelf-list giving call number is written in ink on page following the title page
about one inch of the middle of the page.
G. With the process slip and duplicate order slip inserted inside each of the book, the
book goes to the processing corner.
a. Typing. The catalogue cards are type based on the process slip of the
book.
Indention and Spacing
Indention is based on the three typewriter spaces. The first indention is ten (10)
spaces from left edge of the card; second indention is twelve (12) spaces and the third
indention fourteen (14) spaces, all from the left edge of the card.
Call number is typed on the second space from the left edge of the card. The
normal spaces from the top of the card to the author line with two spaces; this way,
however, can be adjusted.

Punctuation
Normally, typing rules for punctuation is followed (3 space after a period at the
end of the sentence); one space after commas and semi-colons with few exceptions.
1. Duplicate punctuation is avoided. A comma, for example, is dropped if
theword following or preceding is bracket. Sometimes a comma is dropped
before or after ( ).
2. Suspension dots (. . .) are treated as a word. They should be preceded and
followed by a space. When they come at the end of a sentence, the final period
is dropped.
3. Elements in the content notes are separated by a dash (—) not by a hyphen (-).
Spacing should be arranged so that the dash never comes at the beginning of
a line.
4. In the abbreviation U.S. no space is left after the first period. U.S. but Gt. Brit.
(as an exception).
a. Semicolon used before a “by phase” when given before the author statement
such as editor, compiler, translator, or illustrator. The initial letters, of the
publisher statement in the imprint are capitalized. Small letter “i” is not
type but just written.
b. For the Filipiniana, Rizaliana, and theses collections, catalogue are

duplicate. The duplicate cards are for their respective catalogues. Local
cards are used for this purpose.
H. The catalogue cards, process slip and duplicate order slip are inserted in every book.
The book goes to the Processing corner which will provide and paste the date due
slip, book pocket and book card and insert the cards. Book jackets or any clipped
description should be paste on the flyleaves not on the inside book cover.
Typing of Book Cards and Book Pockets
Book Cards. Type personal author, or in corporate main entry, brief title, call number
and accession of the card on the space provided for them. The call number is typed in
the upper left-hand corner, the surname of the author in full heading, if corporate
author, on the line below the call number. Indent the first letter of the title to the third
spaces to the right, to make the author or title more prominent. Add the imprint or
copyright date after the line.
Book Pocket (Appendix K). Type call number 2 spaces from left edge upper left hand
right hand corner, author, on 10th spaces from left space pocket inside back cover or in
the center of the fly left when inside back cover has important illustration or map.

I. Labeling. The book goes to the labeling corner. Student assistant labels the book.
The call number is labeled on the spine of the book. Call number and volume numbers
are included in labeling. To serve as a guide in labeling the spine of the book, an inch
strip is outlined in pencil, and half inch from the bottom of the edge on the spine. With
pamphlets and thin volumes, label is lettered on the upper left-hand corner of the book
reaching its top edge.
Revision of Typed Cards Based on the Process Slip of the Books

1. Get the process slip with a corresponding complete type of cards for entries indicated
on the slip namely:
a. Main card with tracing on back
b. Shelf-list card with accession number
c. Title card
d. Other added entries
i. Joint author
ii. Editor
iii. Translator
iv. Compiler
2. Proof reading for each card. Used the process slip for checking, punctuation and
spacing.
a. Call number (If new ed. give date)
b. Author
c. Title
d. Edition note (if any)
e. Place
f. Publisher
g. Date
h. Collation
i. Notes paragraph (If any)
j. Content note (If any)
3. Getting the book corresponding to the revised cards and inserting the rest of the
cards inside the book. Before inserting, the following has to be done:
a. Check with the title page if it corresponds correctly to the book.
b. Mark two checks to the initial letter of the main entry whether personal
or corporate author and one check under initial letter of the first
important word of the title.
c. At the back of the title page, check if the call number is written in ink
about one inch above the middle of the page.
d. In the inside back cover, check the entry of the book card and book
pocket whether or not the following information is given.
i. Accession number
ii. Author
iii. Call Number

iv. Title
e. Check if the accession number is given on the right hand corner of the
inside back cover and written on the inner margin of the secret page,
which is on page 26 and every hundred page.
4. Sorting the card catalogue and shelf-list. In the case of science, Filipiniana and
Rizaliana books, theses and periodicals whose catalogue cards are duplicated the
original cards are separated. The so-called original cards are filed in the main entry
catalogue.
J. After complete processing, the books are grouped into two — for delivery to the
respective reading sections and for notification of patrons concerned.
1. Books for notification are listed and sent to the Acquisition corner together with
the duplicate order slip. A notice will be sent to requestor. If the requestor does not
come to borrow them after 5 days, then the books will be shelved in the Circulation
Section display shelf for new book for a month for the reader to examine and borrow.
2. Books for notification are listed and sent to the section concerned. The white
duplicate order slip is taken from the book to be used in transcribing the call number
on the order cards filed in the Books Received.
3. File. These order cards with the transcribed call number will be filed in books
Catalogue File.
4. When catalogue books are forwarded to the different sections, a list is always
provided to the receiver to sign and indicate the date the books were received. Cards of
the books received are signed with the date. Every list of newly catalogued books
should be advertised through the bulletin board for every clientele to know the books
are available for circulation at a certain section.
MAINTENANCE OF LIBRARY COLLECTION
This refers to the daily care of collections; keeping the storage area neat and
clean performing general housekeeping tasks in the building and periodically cleaning
the collection themselves. In the collection maintenance, the library likewise identifies
the materials to be eliminated, deselected or preserve from the collection to enhance the
library’s value and utility.
a. Collection Care89
 Housekeeping. The practice of good housekeeping is probably the simplest and
least expensive method of preventive conservation for any type of collection.
Housekeeping will keep particulates such as dust, dirt, smoke, ash, and mold

spores from gathering on or around objects in the collection. This is done on a

daily basis.
 Cleaning Collection. The cleaning of general book collection is typically done
once a year.
 Stack Maintenance. The most basic function of stack maintenance is to reshelf
materials. Library collection must be treated with great care and the shelves
must be kept orderly because the condition of the stacks conveys a sense of the
library's commitment to the well-being of its collections. Shelvers should pay
attention to the following issues:
 Make sure books do not extend beyond the edge of the shelf.
 Shelve oversize books properly, usually flat in stacks of three or less.
 Straighten books that are leaning.
 Shelve books spine down; shelving spine up causes the text block
loose from the covers.
 Use book supports (bookends) when needed.
 Do not pack books so tightly that removing them becomes difficult.
 Report overcrowded stack areas, and shift materials within the stacks when
necessary to remedy this problem.
 Staff and User Education. Staff members are educated about preservation on
variety of ways. In-house training is provided in response on specific issues
concerning the library’s collection. This includes very short presentations as
part of a regular staff meeting, hour-long orientations for new staff, or hands-on
training sessions for student workers.
Similarly, education of users is being done as part of the library

orientation program. Staff should model good preservation practices and correct
users in a positive way whenever possible. Library shall provide provisions for
signs, posters, handouts, bookmarks, and book bags to convey preservation
information.
b. Weeding
Weeding is a process wherein books and materials that are no longer needed are
taken out from the collection. This is done periodically but gradually during the year
and general inventory of library resources for the purpose of keeping the collection alive
and updated.
 Forms of Weeding
Last date of Circulation. If the materials have not been used for the past ten
years or less depending on the type of materials, it should be weeded. Conversely,
where the materials are being used constantly it should be kept in good condition.
Some librarians weed if the materials have not been circulated more than twice in
the past one or two years.

Physical Condition. If the condition is bad, if the item is weeded, although a

decision must be made whether to replace or not.
Timeliness. This is one of the most frequent criteria. Reference may be:
a. Out-of-date materials, particularly in the sciences and technology. A rule
of thumb is to weed almost anything more than three to five years of age.
b. Materials no longer in demand for that year and do not support the
curriculum or recent community programs.
c. Older edition no longer use.
d. Death textbooks where they are part of the collection.
Reliability. Viewpoint change and must be reflected in the collection. Yesterday’s

reliable explanation may no longer be useful, particularly if there are scores of
titles that support the outdated view.
Language. Where changes in the community or the teaching program of the

library have stripped out books in foreign languages, they should be discarded.
Also translations of works into languages other than English should be checked
periodically.
Duplicates. Where are duplicates and seems to be circulating or used, all but a
single copy is discarded. A later date (one or two years) the single copy should be
reconsidered for weeding.
 What Books not to Weed
Research Value. It is important not to weed materials with research value like in
the humanities and social sciences (History books and literature).
Out-of-Print. Where a title is out of print and there is even at least likelihood it
may be of use. It should be retained.
Local. Most local history, humanities and social science materials should be
retained, no matter what condition or lack of use. When a weeding of a title is
going to throw off the balance of materials in a subject area, careful thought
should be given in weeding valuable materials.
Rare items. No librarian will discard a rare book or any materials so care must be
given to these.
Listing. If the material is listed in a standard current core bibliography, it may be

retained.
Filipiniana collection

 Weeding Guidelines
1. If the materials have not been used in 10 years, it must be weeded.

2. If the condition is bad and beyond repair, decision may be made to replace it.
3. Out of date materials, particularly in the science and technology, these
should be weeded after 3-5 years.
4. Materials that do not support the curriculum or no longer in demand.
5. Older editions no longer needed.
6. Death textbooks.
7. Certain subjects from inspirational times that go out of fashion.
 Weeding Program
This is done periodically but gradually during the year and general inventory of
library resources.
c. Preservation
It is helpful to keep in mind that the primary goal of preservation is to

ensure that collections survive 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 or retard deterioration.
The basic elements comprising these policy statements are:
Environmental Control—providing a moderate and stable temperature and humidity

level as well as controlling exposure to light and pollutants.
Disaster Planning—preventing and responding to damage from water, fire, or other
emergency situations.
Security—protecting collections from theft and/or vandalism. This type of protection
is needed for both special and general collections, since loss and vandalism of
general collections results in unnecessary replacements and expense.
Storage and Handling—using no damaging storage enclosures and proper storage
furniture; cleaning storage areas; using care when handling, exhibiting, or
reformatting collections; educating staff and users in proper handling
techniques.
Library Binding—rebinding of damaged volumes to provide sturdy use copies. This
strategy is used by the library with general collections in heavy use. It should
not be used on any items that have art factual value.
 Periodicals
1. Gather all complete issues for volume of a title.

2. Remove the cover separating from and back cover of the first and last issue
of a volume.
3. Remove the staple and put them together according to successive paging.

4. Put the front cover of the first issue on top and back cover of the last at the
back.
5. Insert the table of contents and the index.
6. Bind them together with string and provide a duplicate slip of each title,
year, volume and number.
7. Make a list of periodicals for binding alphabetically indicating the color,
volume and number to accompany the letter to the binder.
 Books
Books need to be bound should be sent to the bindery when they have worn
back strip or a broken hinge.
1. Gather all books for binding. Provide each book with a binder’s slip.
2. Fill up the binder slip in duplicate copies with exact information as the
author of the book, title of the book, edition (if there is any) volume and date.
Call number as it is to appear on the back strip/spine of the book. The
accession number is written at the back of the binder slip which is attached
to the book card of the book.
3. The book card of the book charged to the bindery is reserved from the book
pocket. “Bindery” is written in place of the borrower’s name.
4. The list of books arranged alphabetically by author is made from these cards
to accompany the letter to the binder.
5. A copy of the list is kept for checking of books when they returned by the
binder.
6. The book cards with the duplicate binder’s slip are filed together at the back
of a guide marked “Bindery”. This is arranged alphabetically by author in
the loan desk.
Receiving of Re-bound/Bindery Order

A. Periodicals
1. Check the duplicate binder’s slip assigned to the bound periodical to see
if lettering on the spine or cover is correct.
2. Take the size of the volume periodicals.
3. Accession number is added on the work slip.
B. Books
1. Check the following information in the duplicate binder’s slip against the
book to see if the lettering on the book is correct:
a. Call number- on the back of the title page and on spine or back of
the book.
b. Accession number- on the back of the title page, front cover and
back cover of the book.

2. When the book is not on the shelf, insert a slip before the shelf-list card
(or attach a paper clip to the card or make card stand). Mark the slip
with “M” on the top left hand margin. “M” stands for missing.
3. List books not on the shelves in the form of P-slip at the end of the day.
4. Searching of missing books.
Search may be made on the following records if the missing books are
given.
a. Circulation record
b. Bindery record
c. Reserve books
5. When missing book if found.
If the book is found in any of the aforementioned records, do the
following:
1. The clip or slip inserted on the shelf-list card will be removed.
2. Mark with capital “F”.
3. Check beside the accession number of the shelf-list card. The
record of slip of the found books should be separated and field
after the guide Book Found.
 In-House Repair—repairing objects is used to keep non-unique books in

good condition for use. Basic paper repair techniques (e.g., mending,
encapsulation) are likewise adopted.
PERIODICAL INDEXING
The importance of periodicals as sources of information cannot be

overemphasized. They have always been acceptance as the best sources of recent
important discoveries, theories and results of research. The periodicals, especially
scholarly journals are the medium in which scientific studies are reported and
assessed, claims upheld and refuted. Because of the number of periodicals being
published today, it is imperative that a ready reference tool be devised to facilitate
access to the mass of information contained in them.
a. Glossary of Terms
Before proceeding to the mechanics of indexing, it is advisable to have a clear
understanding of the meaning of various terms used in the process of indexing.
Compound heading – a heading comprising two or more elements (with or without

connecting hyphen) each of which could stand alone with its own meaning.
Examples:
EDUCATION and manpower
HOME and schools

POLITICS and religion

CHURCH and education
Author entry – the name of the person, institutions, society or association responsible
for writing the article and is used in entering the article in the index. There are two
kinds of author entry, namely:
a. Personal author entry – refers to the persons responsible for writing
the article under which the entry is made.
Examples:
ABAYA, Hernando J.
MENDEZ, Paz Policarpio
ROMULO, Carlos P.
b. Corporate author entry – refers to government agencies, private

institutions, learned societies and scientific associations responsible
for issuing the article and under which the articles are entered.
Examples:
UNIVERSITY of the Philippines (Diliman) Library
CENTRAL bank of the Philippines
Subject entry – a word, phrase or combination of word or phrases expressing the

subject or idea found in the article which is used as the heading of the article in the
index. It may be a place, event idea, person, etc.
Example:
AGRICULTURE
BROKA, LINO
MANILA
Cross references – a direction from one heading to another heading.

e. See reference – from a heading under which no page reference is
given to a choose heading where one may be found
Example:
MANPOWER and education. See Education and manpower
MECS. See Philippines — Education, Culture and Sports,
Ministry of
MODERNIZATION. See Social change
f. See also reference – from one heading to other related allied

heading.
Example:
LOVE. See also Affection
MEDICAL workers. See also Barangay health aide.
BIRTH control. See also family planning

Inversions – a heading is said to be inverted when the actual order of its elements is
reversed, in order that the second part may supply the key word. Sometimes, the use of
inverted heading is necessary as when desires to keep together similar subject material.
“See” reference from the uninverted headings to the inverted headings should be used.
Examples:
ARTIFICIAL rubber. See Rubber, Artificial
ARTIFICIAL lakes. See lakes, Artificial
ARTIFICIAL respiration. See respiration, Artificial
b. Mechanics of Indexing
The following instruction on capitalization, indention, abbreviations, paging,
spacing, between items may be followed in preparing the index slip.
Capitalization
The first word of the entry not an article should be in capital letter, irrespective
of author, title or subject.
Examples:
ART. Chinese
EDITOR and Editing
Education, Secretary
Indention
Use “hanging indention.” This means:
a. Only the first line begins at the first indention.
b. All succeeding lines begin at the second indention.
Example:
MARCOS, Ferdinand Edralin
The best we have to give. Por Fookien Times
Yearb: 33-34 + ‘77
Abbreviations
a. Titles of periodicals being indexed are preferably abbreviated for brevity
and economy.
Examples:
From Index to Philippine Periodicals
Philipp Panorama Philippine Panorama
Philipp J. Educ Philippine Journal of Education
Angeles Univ J Angeles University Journal
From The Readers Guide to Periodical Literature

Deep State Bull Department of State Bulletin
Sci New Scientific News
US news World Rep US World & World Report

b. Months of issue if cited should be abbreviated.

Examples:
From both the IPP and RGPL
Ja January
F February
Mr March
Ap April
My May
Je June
Jl July
Ag August
S September
O October
N November
D December
Paging
Enter page where article starts followed by the hyphen and last inclusive page
where the article appears. If the article continued after intervening pages, indicate a
plus (+) sign after the last inclusive page.
Examples:
40+
69-70+
71-75+
Spacing between items

a. Two typewriter spaces between title and author.
b. Two typewriter spaces between author and illustration, portrait, table,
graphs, bibliographical footnote and map (if any).
c. Two typewriter spaces between author or illustration (if any) and name of
magazine or source.
d. One typewriter spaces between name of magazine or source and column
number.
e. Colon between volume number and inclusive pages.
f. One typewriter space between inclusive page and month of issue.
g. One typewriter space between month and year.
Alphabetizing (Filing Slips)

The following are recommended standards for filling:
a. In alphabetically arranged indexed, use a single alphabet in most cases.
b. Subheadings should appear in alphabetical order.

Examples:
EARTH
Age
Internal structure
Surface
Temperature
FAMILY
China
Japan
Korea
Philippines
PHILIPPINES
Antiquities
Armed forced
Commerce
Foreign relations
Politics and government
c. In multiple word headings choice should be made between the word-by-word
method and the letter-by-letter method. In either case a note should be
included in the index explaining which method is used.
Word-by-Word Letter-by-Letter
New Amsterdam New Amsterdam
New England Newark
New wives for old New England
New York Newman
Newark New wives for old
New man New York
Stock exchange Stockerau (Austria)
Stock market Stock exchange
Stockholm Stock market
Stockport Stockport
d. When the same word signifies several meanings as for example both a
subject and a personal name, filling should be in this order: person, place,
subject (or thing), title.
Examples:
QUEZON, Manuel L.
QUEZON (Province)
QUEZON, Manuel L.
QUEZON and Philippine independence
e. Abbreviation should be filed as if appalled out in full.
Examples:
St. Anthony as Saint Anthony
Dr. Jekyll as Doctor Jekyll

McAlpine as Mac
f. Number should be filled as through spelled out.
g. Disregard article at the beginning of an entry, but consider it not the first
word.
Citations
Citations should be as precise as possible. References should indicate the
length of an article by showing inclusive pages. The following form and style of
citation is suggested:
AQUINO, Gaudencio V.
The analysis of teaching behavior, Philipp J
Educ 56: 426-247 + Ja ‘78
EDUCATION, Elementary
The analysis of teaching behavior. G.V. Aquino
Philipp J Educ 56: 426-247 + Ja ‘78
MARCOS, Ferdinand Edralin

Philippine history as it should be written. D.E.
Llanto. II por Focus 6:8-10 + Je 17 ’78
BAUMGARTNER, Joseph
Filipiniana in the Philippine classroom and libraries /
Editorial. Philipp Q Cult & sec: 115-119 S’ 77
ONLINE PUBLIC ACCESS
An alternative library information system, KOHA is being used by the campus

libraries of Alaminos, Asingan, Bayambang, Binmaley, Infanta, Lingayen, Urdaneta,
San Carlos and Sta. Maria. The library software is competitive with foreign information
systems both in performance and costs. It is 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. The system is primarily
designed for use by librarians, information specialists and record managers. Koha is
web-based ILS, with a SQL database (MySQL preferred) backend with cataloguing data
stored in MARC and accessible viaZ39.50 or SRU. The user interface is very
configurable and adaptable and has been translated into many languages. Koha will
work for consortia of all sizes, multi-branch, and single-branch libraries.

Koha has a large number of available languages, with more languages every
year. Powerful searching and an enhanced catalogue display that can use content from
Amazon, Google, Library Thing, Open Library, and Syndetic, among others. It is built
using library standards and protocols such as MARC 21, UNIMARC, z39.50, SRU/SW,
SIP2, SIP/NCIP, ensuring interoperability between Koha and other systems and
technologies, while supporting existing workflows and tools.
Koha’s OPAC, circulation, management and self-checkout interfaces are all

based on standards-compliant World Wide Web technologies–XHTML, CSS and
Javascript–making Koha a truly platform-independent solution. Likewise Koha is
distributed under the Free Software General Public License (GPL) version 3 or later.
Koha has the capability to search different pre-defined databases and is a user-
friendly system both for the clientele and the librarian. It offers adaptable online
searching capabilities to help the clientele easily locate materials they need. Library
processes are simplified to facilitate efficient and effective library management to the
extent most beneficial even to a one-man librarian. The system can run in either
standalone or network, and likewise, barcode-ready. It even generates several library
reports like collection development analysis, loan statistics, loan history, book list per
discipline, accession list, inventory, authority list, periodical title list, user’s statistics,
etc.
D. LIBRARY RULES AND REGULATIONS
Authorized Users
The resources of the college library are open to the following, subject to the rules
and regulations governing their use:
 All bona-fide members (students, faculty and staff) of the school in the campus.
 Former members of the Faculty, alumni, and former students who were honorably
discharged
 Graduate and Undergraduate students of other component colleges of the University
 Scholars/Researchers and members of other educational institutions and

agencies, and other private individuals, if permitted by the regulations of the
library
Hours of Services
Monday-Friday 8:00 am to 6:00 pm
Saturday 8:00 am to 5:00 pm (Urdaneta, Bayambang, Lingayen)
Except Holiday
(NO NOON BREAK)
Resources Utilization

The University Identification Card serves as the passes in the use of the library
and its resources. The NO ID, NO ENTRY is strictly enforced. The ID card is presented
upon entry and every time a book or material is borrowed.
The ID card is nontransferable. Library privilege should be exercised personally.

The owner of the ID card is responsible for all materials he/she borrowed. Anyone
found lending or using someone else's ID card will be penalized. The ID card is
validated every semester.
The library practices the open-shelf system, whereby library users are allowed to
enter the stacks, for maximum resources utilization.
I. CIRCULATION OF BOOKS: General rules
1. No library material of any kind may be taken from any library by any person
unless a record of withdrawal is made thereof. Any person drawing a book from
the libraries, or having it charged against him for use is held accountable for it
until its return.
2. General reference and reserve books, single-copy books, periodicals and other
special collections are to be used in the libraries only. In the event that the
photocopier is not available in the library, users are allowed to loaned out the
materials but to be returned within the hour.
3. Theses and dissertations are for room use only. Reproduction in whole or in
part of the material is not allowed. Their use is restricted to Graduate students.
However, any undergraduate student (within the PSU System only) may, upon
the recommendation of his/her faculty/thesis adviser, access the collection (if
the undergraduate collection is deemed inadequate for research purposes).
4. Undergraduate Students are allowed to borrow three books for overnight

use during Mondays to Thursdays and five books of different titles on
Fridays.
Graduate students may borrow three books of different titles on

Saturdays. No person may hold a loan of more than two volumes at one time.
5. As a general rule, a book for home use is loaned from 3:00 PM and should be
returned on or before 9:00 AM the following class day.
6. The use of computers and computer based resources is restricted to research

purpose and on a first come-first served basis.
8. During the semester, faculty members may borrow five (5) books and be
returned after one week. Books may be renewable twice depending upon the
availability of material.
II. USE BY NON-MEMBERS OF THE UNIVERSITY
1. PSU alumni and former students honorably discharged from the university
may, on the discretion of the librarian, use the library resources within library
premises.
2. Visitors/Researchers from other institutions may avail of the library resources

within the library premises and are allowed to use two books at a time only.
III. OVERDUES
Overdue materials are charged with the following overdue fines:
Overnight books PhP 2.00 on the first hour and 0ne peso for every

hour thereafter or ten pesos (PhP 10.00)/day
Reserved book PhP 2.00/hour or PhP 20.00/day
Suspension of library privileges of not more than two weeks may be imposed on
borrowers, who habitually do not return materials on time.
IV. LOST BOOK
Any person who loses or fails to return a book within seven days after due
date shall either replace it within thirty days or pay its current value together
with the accrued fines which shall in no case exceed the current value of the
book plus a processing fee of PhP 50.00. If the book is out of print, the cost of
a photographic copy plus binding cost shall be charged in lieu of current
value.
V. MUTILATION AND THEFT CASES
Any student who shall deface, mutilate or steal any library material or
property shall be required to replace the same or pay the replacement and
processing costs. She/he shall be subject to a fine of not less than fifty pesos
(PhP 50.00) nor more than two hundred pesos (PhP200.00) to be determined by
the Librarian without prejudice to the imposition, in appropriate cases, of the
additional penalty of suspension or expulsion as covered by PSU Student
Handbook, which provides for disciplinary action.
VI. INSTRUCTIONAL MEDIA SERVICES
The IMS is one of the major units of the library. It houses and circulates an
adequate collection of audiovisual equipment and materials.
A. Objective
To provide the Pangasinan State University academic community with

audiovisual resources and services to meet their instructional and research needs.
B. Services
Film viewing, conferences, seminars, meetings, group discussion and etc.
C. Procedure on the Use of AV Materials and Equipment
1. Reserve AV materials and equipment at least 1 day in advance. Fill up a form

(Appendix L) and present a valid ID.
2. Utilize reserved items on the date and time stipulated.
3. Make sure used items are properly acknowledged and examined
when you return them.
4. Report at once any damage or malfunction of materials/equipment.
5. AV materials and equipment are for room use only.
6. In case of loss, borrowers shall replace the lost AV
materials/equipment.
VII. E-Library
Students are required to sign in the E-Library Logbook upon using the internet.

Students are expected to observe network etiquette by being polite. Students are
prohibited from pretending to be someone else; transmitting obscene messages or
pictures; revealing personal addresses or telephone numbers-either their own or
another person's; or using the network in a way that would disrupt use by others.
The following policy for acceptable use of computers, networks, and system
resources, including the Internet and e-resources, shall apply to all faculty, staff, and
students. All technology equipment shall be used under the supervision of the site
administrator. Any user who violates any condition of this policy is subject to
disciplinary action or administrative sanctions.
 Faculty, Staff and students are required to sign in the log book every time they
will access the internet.
 The first come-first served policy is followed;
 Internet Fee is P15 per hour.
 Students are not allowed to carry their bags, books, and other things within
the workstation. Hence, deposit them in the baggage counter except valuable
things and wallet.
 Students are prohibited to commit illegal acts such as hacking and other
destructive practices. Violation of this rule shall cost them penalty and other
legal liabilities.
 Students are not allowed to surf pornographic websites.
 Students are not allowed to eat inside the Internet Room (foodstuff, beverages,
etc.)
 Students are not allowed to bring buddies to their workstation.
 Silence, cleanliness and orderliness shall be observed strictly at all times.
 Faculty and staff are allowed a maximum of 10 hrs. /sem. to use/avail of
internet services STRICTLY related to teaching/research activities.
VIII. LIBRARY DISCIPLINE
1. All library users are required to log in upon entrance and log-out before leaving
the library.
2. Smoking, eating, sleeping, loud talking, entertaining visitors and unnecessary

noise which may be caused by cell phones within the library premises are
strictly prohibited.
3. Lending the University Identification Card may subject the owner of the card to
a fine of PhP 20.00 for the first offense, and at the discretion of the librarian, on
second offense, suspension of library privileges for not more than 2 weeks.
4. Library courtesy should always be observed, i.e. priority is given to the student
who made the first demand for the material.
5. Charging of Laptop, net book, cellular phone and other gadgets are prohibited
inside the library
6. The library adopts the Open Shelf System. Therefore, library users are
requested to deposit their bags, folders, umbrellas, and etc. except valuable
things at the baggage counter upon entrance.

Appendix A
Form for Student Library Record

LIBRARY SYSTEM
STUDENT LIBRARY RECORD

Student No.: Control No.:
Name:
(Last Name) (First Name) (Middle Name)
I hereby agree to obey all the rules and regulations of the College Library, to take
good care of the books I use in the library and at home, and to pay promptly all fines charged
against me for delinquency and loss of books.
______________________________________
(Signature)
Address: __________________________________________________________________________________
Course: Contact No.: ________________________
Parents/Guardians: Date Registered:_____________________
PSU Library System Form No.01

Appendix B
Form for Faculty Library Record

LIBRARY SYSTEM
FACULTY LIBRARY RECORD
Employee No.: Control No.:
Name:
(Last Name) (First Name) (Middle Name)
I hereby agree to obey all the rules and regulations of the College Library, to take
good care of the books I use in the library and at home, and to pay promptly all fines charged
against me for delinquency and loss of books.
______________________________________
(Signature)
Address: __________________________________________________________________________________
Department: Contact No.: ________________________
Date Registered:_____________________

Appendix C

LIBRARY SYSTEM
Logbook for Library Users
Time
Date Name Course Student No. Signature
In Out

Appendix D
READER’S STATISTICAL FORM

Campus Library: __________________________________________________
Adress:____________________________________________________________________________
READER'S STATISTICAL FORM
[ ] Circulation [ ] Reserve [ ] Filipiniana [ ] Reference
Date: __________________________________________
Room Use Students
Classification Programs TOTAL
000-099
100-199
200-299
300-399
400-499
500-599
600-699
700-799
800-899
900-999
Fiction
Total

Home Use Students

Classification Programs TOTAL
000-099
100-199
200-299
300-399
400-499
500-599
600-699
700-799
800-899
900-999
Fiction
Total

Appendix E
PANGASINAN STATE UNIIVERSITY
LIBRARY SYSTEM
OVERDUE NOTICE
(Date)
Dear Sir/Madam:
This to inform you that the following book/s you borrowed is/are now overdue:
Date Author Title Accession

Borrowed
Please return the book/s on or before to avoid inconvenience in

borrowing library materials.
Thank you for your understanding.
Yours truly,
Campus Librarian
cc: file

Appendix F
Book Card
PSU LIBRARY SYSTEM

BOOK CARD
Author
Title
Accession No.
Date Borrower's Name Remarks

Appendix G
DATE DUE
A fine will be charged for each

hour/day the book is kept overtime
Library
Staff
Date Due I.D. No. Signature
PSU Library System Form No. 07

Appendix H
Serial File
Pangasinan State University

LIBRARY SYSTEM
SERIAL FILE
Frequency:
Title: ____________________________________________________________ ___________________________________
No. of Volumes per

No. of Issues per Volume: _________________________________________ Year:_______________________
Year Vol. Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Remarks
(Front)
Publisher:
Address
Date Ordered Begins Expires Date of Bill Rate Source
(Back)

Appendix I
Control Card
PSU LIBRARY SYSTEM

SERIAL CARD
Title
Accession No.
Vol./No.
Year
Date Borrower's Name Remarks

Appendix J
Mailing List Card
Name of Agency Address Date Remarks

Received

Appendix K
Book Pocket
Call No. Acc. No.

LIBRARY SYSTEM
Author
Title

Appendix L
Republic of the Philippines

Lingayen, Pangasinan
IMS Equipment Form
__________________
Date
LCD Projector w/ Extension Laptop Computer Screen

Shure Wireless Microphone VCD/DVD Player Others
Speaker with Amplifier Television
Karaoke Powerpoint Presenter
Borrower: _________________________ Remarks: ___________________________

(Signature over Printed Name) ___________________________
-------------------------------------------------------------------------------------------------------

IMS Materials Form
__________________
Date
DVD and CDs VHS Tape Transparency

Cassette Tape Slides Others
Qty. Title
_________ __________________________________________________________
_________ __________________________________________________________
_________ __________________________________________________________
_________ __________________________________________________________
_________ __________________________________________________________
_________ __________________________________________________________

Appendix M

De Venecia Information Technology Center
REQUEST FORM FOR REFERRAL LETTER
Date:
Name: Course:
Library (ies) to be visited:
Address:
Topic (s) to be research on:
Date of Visit(s):
PSU Library System

Appendix N
Republic of the Philippiones

LIBRARY REQUISITION FORM
Date:
Campus Dean
Sir:
This is to request that the following evaluated books/journals/audio-visual materials needed as

references in be circulated in the library:
ISBN Author Title Subject Publisher/ Copyright Unit Price

Distributor
Thank you very much.
Very truly yours,
Department Chairman
Recommended by:
College Librarian College Dean
Approved by:
Campus Executive Director

Appendix O
Republic of nthe Philippines

De Venecia Information Technology enter
BOOK CALL SLIP
Call No. Author Title
Name: Course: ______________

Date:
PSU Library System

Appendix P
Republic of the Philip[pines

REFERENCE QUESTIONS
Name of Library Users :

Yr. & Course/Department:
CP#________________________________
Reference Questions:
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
Received by:
Date: ____________________
PSU Library System

Appendix Q
Republic of the Philip[pines

BOOKS RETRIEVING FORM

______________
Date
Name:______________________________
Department: _________________________
Request from the undersigned regarding your loaned/borrowed materials. This shall be returned for
direct used by other clientele and for inventory purposes.
Thank you for your kind understanding and cooperation.
Date Borrowed Author Title Accession No.

STANDARDS FOR PHILIPPINE LIBRARIES

By the Board for Librarians
STANDARD I. MISSION, GOALS AND OBJECTIVES

A. The academic library shall develop an explicit statement of its mission in
conformity with the mandate of the parent institution.
B. The development of library mission and goals shall be the responsibility of the
library head and staff in consultation with the officials of the parent
institution.
C. The statement of library objectives shall be reviewed periodically and revised as

necessary.
STANDARD II ADMINISTRATION
A. The supervision and control of the academic library shall be clearly defined
within the organizational structure of the parent institution.
B. The academic library shall be administered and supervised by a full time

professional librarian with at least Master’s Degree in Library and Information
Science.
C. The academic library shall have an advisory library committee composed of

representatives of the faculty and students.
D. The academic library shall formulate a development plan which shall include a
program for a continued development and improvement of library resources and
services.
STANDARD III HUMAN RESOURCES

A. The academic library shall have a sufficient number and variety of staff to
develop, organize and maintain the collection and provide information and
reference service to meet the needs of its clientele.
1. Size
1.1 The size and qualifications of staff shall be determined by several factors,
including size and scope of collection, number of hours, rate of acquisition, rate
of circulation, nature of processing and nature of service demand.
1. 2 Ratio of professional librarians and other staff vary depending upon the
range of operations and services provided by the library and upon its total
workload requirements.
For the first 500 students: One full time professional librarian and two
full time clerical staff

For every additional 1000 students - 1 additional full time professional librarian
B. Qualifications
1. Professional Staff
The professional staff includes the head librarian and staff doing professional work.
The Head Librarian must be a Master’s Degree holder in Library and Information
Science (MLIS) for the college Library. For the university library, a Master’s Degree
in Library and Information Science (MLIS) preferably pursuing a Ph. D. in any
program.
The qualifications of a professional staff shall be at least:

For College Library – Bachelor’s Degree in Library and Information Science
For University Library - Master’s Degree in Library/Information Science
2. Support Staff
The support staff includes the paraprofessionals and staff doing clerical work. The
educational qualifications for paraprofessionals shall be Bachelor’s degree in any
related field in Library /Information Science and the clerical staff shall likewise be a
Bachelor’s degree holder.
3. Status
Librarians shall be given faculty (academic) status with corresponding privileges and
other benefits comparable to those of the faculty members.
4. A continuing staff development shall be provided with the corresponding

financial assistance from the institution.
STANDARD IV COLLECTION DEVELOPMENT

The academic library shall have library resources relevant to its mission, adequate in
quality and quantity, helpful in serving the needs of scholarship and research, as well
as progressively developing and growing in accordance with institutional development
and expansion plans.
A. Collection Development
1. Collection development shall be the responsibility of the Advisory Library
Committee.
2. The academic library shall have written collection development policies which
shall be approved by the members of the Advisory Library Committee.
3. The academic library shall conduct periodic review of its existing collection
B. Holdings

1. Size
1.1 A core collection of 5000 well selected titles for college libraries and 8,000
titles for university libraries is necessary for the college / university to effectively
support its educational programs.
1.2 In addition to the core book collection, a core periodical collection of current
and relevant titles (local and foreign) shall be provided. The recommended
number of periodicals based on the enrollment as follows:
Enrollment Number of Periodical Titles

Less than 1,000 students 50 titles
1001 – 3000 students 75 titles
Over 3000 students 100 titles
1.3. Every major field of specialization shall be covered by at least 3 journal

titles of undergraduate concentration, 6 journal titles of graduate concentration
and 10 journal titles of doctoral work or its equivalent.
1.4. For reserved books, at least 1 copy for every 25 students shall be provided.
1.5. Thirty percent (30%) of the collection shall be published within the five (5)
years
1.6. Non-print resources and electronic/digital resources shall be made available

through adequate facilities and equipment
1.7. The academic library shall provide Filipiniana materials equivalent to 15%
of the total collection.
1.8. The annual growth rate of the collection shall be maintained in accordance
with program offerings and enrollment.
C. Organization
1. Library collection shall be organized to ensure efficient identification and
retrieved. It shall be cataloged, classified and or indexed according to accepted
standards of bibliographic description and a system of classification.
2. The catalog shall be in format (card or electronic) that permits concurrent or

simultaneous use by library clientele.
D. Preservation and Weeding

The academic library shall have a program for the preservation and weeding of its
collection.
E. Security
1. The academic library shall have policies on security of its collection to safeguard
the collection from damage, loss, mutilation and theft.
2. The academic library shall provide control and security measures in its building
and facilities such as emergency exits, fire extinguishers, and built-in emergency
lights
STANDARD V SERVICES AND UTILIZATION

A. The academic library shall provide services to its readers in support of the
objectives of the parent institution. The productive use of library resources and
facilities, by its clientele is an ultimate test of its effectiveness.
B. The Readers’ Services shall include the Reference and Information Services,
Circulation, Library Instruction, Audiovisual, Electronic Resources,
Photocopying and other services shall be provided by the academic library.
C. The academic library shall open for an uninterrupted period weekday and on
Saturdays.
D. The academic library shall have equitable lending policies for its clientele.
E. The academic library shall make its collection and services accessible to all
users.
F. The academic library shall promote its readers’ services program through
regular announcement of its new acquisitions, conducting user orientation and
other public relations activities
STANDARD VI PHYSICAL FACILITIES
A. The academic library shall have an adequate space and appropriate facilities
which are accessible to the students, faculty and other users. It shall be
designed to allow for future rearrangement and expansion.
B. The academic library shall have adequate space to accommodate the

reading, and research needs of its clientele; to house the growing collections,
the proper offices for staff, librarian’s office and storage space; and areas for
special services such as the electronic and audiovisual programs.

C. The academic library shall have a seating capacity of not less than 15% of
the total enrollment.
D. The facilities of the academic library shall be adequate in size with proper
lighting and ventilation furnished with functional furniture and equipment to
encourage its maximum use and convenience of the clientele.
E. Facilities for people with disabilities (PWD) shall be provided.
STANDARD VII INFORMATION TECHNOLOGY FACILITIES AND SERVICES

The academic library shall have facilities for information technology and communication
services.
STANDARD VIII FINANCIAL RESOURCES

A. The academic library head shall prepare an annual budget covering the needs
and priorities of the library in accordance with the existing policies of the
parent institution.
B. The library fee shall be set at realistic level.
C. The academic library shall explore other ways of augmenting the library’s
financial resources when the institutional funds are inadequate.
STANDARD IX LINKAGES AND NETWORKING

A. The academic library shall explore internal and external linkages.
B. The academic library shall participate in inter-institutional activities and

cooperative programs whereby a sharing of resources is encouraged.

Appendix N
UNIVERSITY LEVEL

Appendix O
Pangasinan State University Campus Library
PRESIDENT
VP FOR SUPPORT SERVICES, VP FOR ACADEMIC AND

EXTENSION AND TRAINING RESEARCH
DIRECTOR FOR CAMPUS EXECUTIVE DIRECTOR

LEARNING
RESOURCE CENTER
LIBRARY COMMITTEE
CAMPUS
LIBRARIAN
READERS’ SERVICES TECHNICAL SERVICES

PERSONNEL PERSONNEL
LIBRARY STUDENT
ASSISTANT

REFERENCES
Library Procedural Manual. University of Luzon. Dagupan City.
Library Manual. Don Mariano Marcos State University. San Fernando City,
La Union.
Library Procedural Manual. Dela Salle University. Manila.
Library Procedural manual . University of the Philippines. Diliman, Quezon

City.
Civil Service Commission. Presidential Decree no. 807.
Commission on Audit. (2011).Training Handbook on Property and supply

management system.
Clark, Michael L and Toni M. Carter (2013). ALA Glossary of Library and
Information Science.

Working Committee
ANGELES GACAD MARY ANN M. PACIO

College Librarian I College Librarian II
Asingan Campus San Carlos Campus
AIDA A. PAYOMO NOVELYN BALAWAS

College Librarian IV College Librarian I
Bayambang Campus Sta. Maria Campus
WINONA JOY PERADO JONALYN P. BAGULING

College Librarian I College Librarian I
Bayambang Campus Infanta Campus
MYRNA TUCAY Marilou N. Andres

College Librarian II College Librarian II
Binmaley Campus Urdaneta Campus
MARY ANN C. MANGAPOT

College Librarian III
Lingayen Campus
MANOLITO C. MANUEL, Ed. D

VP for Support Services, Extension and Training

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PANGASINAN STATE UNIVERSITY

The library is a dynamic force of an integral part of an institution

The phenomenal growth of the Pangasinan State University System

This manual serves as a guidebook to the internal administration

and operational activities of the PSU Library System. Specifically, the

PANGASINAN STATE UNIVERSITY: Region’s Premier University of Choice i

I University Vision, Mission, Guiding Philosophy

Mission, Goals and Objectives 2

Functions of the Learning Resource Center 5

III Organization and Management 7

Functions and Responsibilities of the Director 7

Functions and Responsibilities of the Campus 7

Function and Responsibilities of Section Librarians 8

Function and Responsibilities of Library Assistant 12

Function and Responsibilities of Student Assistant 12

Function and Responsibilities of Campus Library 12

IV Guidelines and Procedures 14

A. Library Personnel Policies and Standards 14

Recruitment and Selection of Library Personnel 14

Personnel Development Program 15

Library Personnel Relations 16

Conduct and Ethical Standards 16

Library Office Rules and Regulations 17

Rules and Regulations for Library Student Assistants 19

B. Organization and Administration of Readers’ Services 20

Methods and Procedures in Answering Reference Questions 20

Registration of Library Users Records 21

PANGASINAN STATE UNIVERSITY: Region’s Premier University of Choice ii

Miscellaneous: Exchange Basis, Gifts, Free, etc. 26

Supervising the Readers’ Services 29

C. Organization and Administration of Technical Services 31

Collection Development Policy 31

Collection Development Process 32

Cataloguing and Processing Of Books 46

Maintenance of Library Collection 53

PANGASINAN STATE UNIVERSITY: Region’s Premier University of Choice iii

Online Public Access Cataloging (OPAC) 63

D. Library Rules and Regulations 64

Standards for Philippine Libraries 86

Organizational Structure (University Level) 92

Organizational Structure (Campus Level) 93

PANGASINAN STATE UNIVERSITY: Region’s Premier University of Choice iv

VISION-MISSION OF PANGASINAN STATE UNIVERSITY

To become an ASEAN Premier State University in 2020

The Pangasinan State University, through instruction, research, extension and

The Pangasinan State University’s leadership adheres to the Filipino educational

PANGASINAN STATE UNIVERSITY: Region’s Premier University of Choice Page 1

MISSION, GOALS AND OBJECTIVES OF PANGASINAN STATE UNIVERSITY

PANGASINAN STATE UNIVERSITY: Region’s Premier University of Choice Page 2

Accession Number - A unique number assigned to a bibliographic item in the

Accession Record - A list of Bibliographic items added to a library collection

Acquisition - A process of securing materials for the library collection,

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

Citation - A reference or footnote to an item; it contains the author, title, date

Classification Scheme - Refers to a classification system which use numbers

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

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

Fines - Refers to the amount of money which is owned by the borrower if

Gift - Refers to Library materials offered by a known person or persons,

PANGASINAN STATE UNIVERSITY: Region’s Premier University of Choice Page 3

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

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

Interlibrary Loan (ILL) - Refers to exchange of books or periodical articles

ISBN - (International Standard Book Number) A four-part, ten-character code