I. ADMINISTRATION
The administration isfundamentalto our institution's role as a cornerstone of academic supportandintellectualgrowth.Through strategicplanning,rigorous oversight, and a commitment to continuous improvement, the administration ensures that the diverse needs of students, faculty, and researchers are effectively met. This narrative report details the administrative functions and initiatives that underpin our operations, illustrating our dedication to providing exemplary resources andservices in alignmentwith our university's mission and standards for accreditation.
The Bicol University Library was structured into a cohesive system to deliver top-quality services and resources, addressing the dynamic needs of users, technological progress, and institutional priorities. The Bicol University Library System (BULS) comprises a central university library unit, which acts as the main library,andseven additionalunitlibraries spread across the university's various colleges and campuses.According to the Bicol University organizational chart, the Library System operates under the supervision of the Vice President for Academic Affairs (VPAA) and is headed by the University Librarian. The University Librarian receives support from the VPAA on academic matters, the Deans of the different colleges, and the Unit Librarians of the various unit libraries.
The University Library is administered and supervised by a full-time professional licensed librarian with a master’s degree in Master of Library and Information Science and actively participates in the academic and administrative activities of the institution.
Administrative Order No. 274 s. of 2017
The University Library houses the collections for the Master of Arts in Nursing program
BU Library System Organizational Chart
HEALTH SCIENCES LIBRARY ORGANIZATIONAL CHART
Deans (CM & CN)
College Library Committee
The University Librarian
Ms Glenda Aurora S. Julianda, the appointed University Librarian of the Bicol University Library, graduated from the University of Perpetual Help System in Laguna with a Master's Degree in Library and Information Science. After serving as the Officer-in-Charge of the University Library for almost two years, she officially assumed the role of University Librarian on October 26, 2022, as per Administrative Order No. 841 s. 2022. In alignment with the University’svision,sheis tasked with the followingresponsibilities outlined in the approved Library Manual:
a. Provide overarching supervision to the librarians,classified as "academic non-teaching personnel," to support teaching efforts in collaboration with the Deans/Directors of respective Colleges/Institutes/Centers.
b. Strategize, coordinate, and assess programs/projects/activities across the University Library and college/unitlibraries.
c. Conduct periodic assessments of existing library procedures/systems and propose enhancements to top management for improved library services.
d. Develop policies related to acquisition, selection, collection management, and information networking, subject to approval by the President/Board of Regents through relevant channels.
e. Compile and present various documents to relevant bodies/offices, including Work and Financial Plans, equipment procurement plans, and Library staff development plans for integration into the universitywide Personnel Development Plan.
f. Fulfill routine tasks such as maintaining consolidated records and statistics, as wellas signingclearancesandotherpertinentdocuments.
Goals and Objective of the Bicol University Library System
1. To instill in students and other users a love for books and other information materials which serve as channels for new information communication technology in the next millennium.
2. To introduce to students and other users’ inquiring minds an enthusiasmforlearningwhichwill make their lives a continual process of self-education.
3. To devise a functional collection development program which will serve as the basis for the regular selection and acquisition of library materials; and
4. To provide and maintain quality programs and services that are responsive to the region and the nation.
Approved Library Manual
The procedural manual promotes better understanding and consistency in the application of policies and procedures in the use of library facilities and resources as well as guides the librarians in the implementation of such.
Cover of Library Manual
University Library Committee and their Functions
Bicol University regularly appoints members to form the University Library Committee. The committee includes the Vice President for Academic Affairs as the Chairperson, the University Librarian as the Secretary, and the Deans/Directors along with the University Student Council President as members. The Library Committee plays a vital role in acquiring library resources based on the institution's needs and implementing relevant policies and procedures.
II. Staff and Personnel
University Library Personnel
NAME
QUALIFICATION
Glenda Aurora S. Julianda College Librarian III/ University Librarian 0002098 MLIS Permanent
Gene L. Altavano Collge Librarian II 0001451 MLIS Permanent
Helen N. Montero College Librarian I 0003506 MLIS Permanent
Laila A Belardo College Librarian I 0004195 MLS Permanent
Sindy N. Naz Librarian I PBET License No. 024500 BED (ITEP) Certificate in Library Science Permanent
Raymond B Azul Librarian I 0007750 MLIS Permanent
Health Sciences Library Personnel
QUALIFICATION
Ruby Ann N. Ebio Librarian I 0005546 MLS Permanent
Regina H. Magante Clerical Staff Completed 1st Sem - 4th year College Job Order
As presented in the preceding table, the University Library has six (6) professional librarians, all of whom hold plantilla positions. Additionally,there is one professional librarian for the Health Sciences Library and one supportstaff member
Library Staff Development Program
The Library System has an approved Staff Development Plan for the years 2023-2027. This plan grants all librarians the privilege to pursue their chosen degree programs through scholarships under the BU Human Resource Development Program (BU-HRDP). Additionally, they are encouraged to attend seminars and training sessions to enhance their professional skills. In return, librariansare expected to bringfresh insightsthatthey can share with colleagues andclientele for collective professional growth.In 2023,two librarians completed their Master's degrees in Library Science,andboth plan to pursue further degree courses under the same scholarship program,alongside their fellow librarians.
University Library Staff Development Plan
Fringe Benefits and Incentives over the Last Five Years
Library personnel have been provided with retirement benefits, compensation, and other privileges, such as CNA and PRAISE, as prescribed by government laws and university policies.
Fringe, benefits, and Incentives in the Last Five Years of Library Staff
III. LIBRARY COLLECTION
The library has varied collection of information resources, more than sufficient to meet the instructional and research needs of the institution. This collection encompasses books, periodicals, theses/dissertations, journals, CDROMs, and more.
The involvement of faculty members in developing the unit/college library collection and information resources is paramount. Annually, the university allocates a budget for additional books, distributed among the various units/colleges based on the number of programs each offers. It is the responsibility of faculty in every academic department to recommend necessary books and other materials to the Head Librarian and the Library Board/Committee for evaluation. Subsequently, the recommendations are
forwarded to the Acquisition Librarian for assessmentand then to the University Librarian for approval by the Vice-President for Academic Affairs. Meanwhile, SupplyOfficersare tasked with preparingthe required documents to facilitate the purchase and acquisition process.
One of theprimary functionsofthelibrary is selectingandacquiringlibrary information materials. To carry out this function effectively, a Library Board/Committee was established, comprising department chairpersons, the librarian (serving as the Board Secretary), and a student representative. They assist in selecting books and other resources for procurement. Extensive dissemination efforts are made regarding online materials such as e-journals, allowing the academic community including students, faculty, and administrators to explore these resources. Additionally, they are invited to productdemonstrations conducted alongside librarians.
I. COLLECTION DEVELOPMENT
The Collection DevelopmentPolicy is based on the following:
A. Collection DevelopmentPrinciples
B. Collection DevelopmentResponsibility
C.Collection DevelopmentPriorities
A. Principles
1. The BU Library system’s collection development plan is consistent with the selection policy which operates within the framework of the institutional goals and is responsive to institutional change and development. The policy is by the existing standards setby the highestaccrediting bodies.
2. Each unit/college library should have a collection development plan as the basis for their succeeding acquisitions to ensure a balance of collection.
3. The status of collection by discipline should be reflected in the collection developmentplan.
4. All the existing standards set forth by the accrediting agencies will be used as a guide in the developmentof the collection.
5. The procedure in the selection and acquisition of books and other library materials should be followed.
B. Responsibility
1. Administration plays an active role in the development of the library’s collection by providing sufficientfunds and by using its persuasivepower to involvetheacademic communityespecially the library committee in the selection of materials.
2. The members of the faculty are responsible for the selection of materials in coordination with the librarians through the Library Committee subject to the selection policy criteria. Each college shall create a Library Committee composed of the Associate Dean (Chairman), Department Chairs and CSC President (members), and the unit/college librarian (Secretariat). They shall have regular meetings to discuss matters on selection and acquisition and other library matters for continual improvement.
3. Faculty, students,and non-teaching personnel are encouraged to recommend titles for acquisition. Hence, in selecting materials for purchase, the Library Committee evaluates the existing collection and approves the recommended titles for acquisition.
4. The committee may also consult professionally prepared selection aids and other appropriate sources. All suggested titles are reviewed and evaluated by the librarians.
5. The Selection and Acquisition Librarian is responsible for consolidating all requested materials to be recommended for purchase.
C. Priorities
1. The primary collection priority is maintainingandsupplementing the existing collection in areas that directly relate to the curricular offerings of the University.
2. Additional materials will be selected to adequately support the research needs of the students and personnel both teaching and non-teaching.
3. Provision for general information that includes materials on currentevents,personaldevelopment,leisure activities,etc.that may be of interest to faculty members, students, non-teaching personnel and community patrons are considered as well.
II. COLLECTION DEVELOPMENT POLICY
The Collection Development Policy of the BU Library System lifted from the Library Manual
A. Selection and Acquisition
Selection and acquisition processes are the joint responsibility of the facultyandthelibrarianswith emphasison qualityrather than quantity. This is a year-roundactivity wherein thefaculty shall actively participate in the selection of print and non-print materials especially in their area of discipline and in developing procedures to facilitate and effectively carry outthe selection and acquisition activities.
1. Basis for Selection and Acquisition
a. Decisions concerning the addition of specific materials to the collection should be based on the following:
(1) Goals of the University
(2) Methods of teaching
(3) Curriculum needs
(4) Faculty and studentneeds
(5) Existing materials
2. Allocation of Funds
a. Sources of funds come from Fund 101, the Fiduciary Fund, and the augmentation fund from the college where the unit library is based. The University Librarian, head of unit libraries, University budget officer, and the VPAA are responsible for the budget preparation and allocation of funds.
(1) A certain percentage of the Auxiliary Services Fund is allotted for the purchase of library information materials, specifically books. The amount is sub-allotted to the different unit/college libraries based on an approved computation.
(2) For the first two quarters of the year, subscription to newspapers will be charged to Auxiliary Services (Fund 101), and the remaining quarters are charged to Fiduciary fund (Fund 164)/augmentation funds.
(3) Subscription to other periodicals, specifically journals and magazines of the library will be charged to the Fiduciary fund (Fund 164)/augmentation funds.
3. Gifts/Donations (All formats/medium)
Materials received as gifts will be evaluated by the same criteria used in materials purchased. Nothing is added simply because a material is “free” unless it enhances the intellectualvalueof the collection.Thus,the library has the right to refuse the donated materials if it does notmeetthe specified criteria. Everything donated to the library becomes library property, that is, the library has the rightto handle or dispose of them in the bestinterestof the university
4. Sources of Titles for Selection
a. Listof New Titles sentby dealers
b. Publishers’ catalogs
c. Faculty, students, and non-teaching personnel’s requests
d. Faculty-selected titles for evaluation during book fairs/exhibits from accredited book dealers.
5. Criteria in Selection and Acquisition
The Selection Criteria are a set of standards used to decide whetheran item shouldbe added to the collection or not. It reflects the library's mission and the information needs of its clientele. However, selection decisions are also influenced by budgetary constraints and qualitative evaluation in the form of reviews,recommended core lists,and other selection tools.
a. Books
(1) Importance of subject matter in relation to the curriculum and the university’s educational goals
(2) Timeliness or permanence of the material
(3) Author’sreputation andsignificance as a writer
(4) Authoritativeness as reflected in recommendations or adverse criticism by respective authorities or book reviews
(5) Relative importance in comparison with other similar types of materials on the subject
(6) Clarity of presentation and readability
(7) Reputation and standing of the publisher
(8) Price
b. Periodicals
The libraries shall maintain a collection of printed periodicals primarily to support the University’s programs of instruction and research.
(1) The criteria used in the selection of other materials also apply to the selection of periodicals.
(2) The principal considerations are curricular programs and costfactors.
(3) Permanentholdings of back files will be limited to those periodicals that are considered to havesubstantialand long-term research value. Every effort will be made to retain those titles, which shall be digitized and uploaded to a database.
c. Rare books, Special Materials,and Archives
(1) Rare books and special materials will be purchased only as required to fulfill the aims and functions of the university and its curriculum.
(2) Archival materials concerning Bicol University which hashistoricalandenduring value will be collected and preserved.
(3) The library shall collect, archive, and widely disseminate the institution’s intellectual output such as the unpublished and published works of BU personnel.
(4) Monographs, serials,graphic,ephemeral,nonprint materials, etc. relating to Bicol’s local history,literature,andpeople shall be collected andform part ofthe Bikolnon specialcollection.
d. GovernmentDocuments
The library is a selective depository of Philippine government documents. Publications may be cataloged if they are of special value, and suggestions for possible selections of Philippine documents series will be handled according to the same policies as other acquisitions.
e. Ephemeral Materials
These include brochures, pamphlets newsletters, etc. which offer current and up-to-date information. The unique nature of these materials is such that it is weeded continually to maintain the accuracy of information.
(1) Travel information: travel brochures from local, national, and foreign countries often visited by tourists.
(2) Health Information: designated for a layperson and classroom use, concerned with the prevention and treatment of diseases or other health conditions
(3) Consumer information: topics such as economics, management, and consumer protection
(4) Social issues: topics that are related to the student’s interest and curriculum, such as abortion,capital punishment,censorship,etc.
(5) Career information:topics concerning different occupations
f. Non-PrintMaterials
(1) Acquisition of audio materials (i.e. CDs),video materials (i.e. VCDs, DVDs), graphic materials (i.e. maps, globes, photographs) and similar multimedia instructional materials depends upon the budget and potential use of the university. A permanent record of these materials will be maintained in the library's online catalog.
(2) The same rules as regards to selection of books and periodicals are applied for purchases of non-printmaterials.
(3) Videos and sound recordings from the Internet and other sources can be recorded and downloaded as per the request of a faculty member for educational purposes but are subjectto copyrightlaws.
(4) Additional selection criteria:
(a) Equipment (hardware and software) requirements
(b) Source reliability and completeness of the information
(c) Frequency of update and stability of site if nothoused locally
(d) Value of the content/information
(e) Ease of use of the product
g. Electronic Resources
The criteria applied to printed resources are also appropriate for electronic resources such as databases of serials and e-books. However, the following unique selection criteria mustbe considered for this type of material.
(1) Content
(2) Access
(3) Technical support
(4) Cost
(5) Legal consideration
6. Procedure in Selection and Acquisition
PROCESS
1. Furnish the faculty with book catalogs/book lists where they can select titles to be recommended. However, if titles are not found in the list, they (faculty) can suggest/recommend using the book request form. Selection can also be done during book fairs/exhibits of BUaccredited book dealers.
2. Collate and sort book titles requested by faculty members in their respective departments.
3. Collate and sort all requested titles submitted by the Department Chairs. Check against Authority Files, the BUiLib, Indent Order File, and Check-In Fileto avoid duplication and/or evaluate if additional copies are needed. Note the availability information (Accession number, call number, unit library location) of duplicate titles from list.
4. Present requested titles through the college’s library committee meeting for approval.
5. Submit the approved/recommended titles to the Selection and Acquisition librarian for consolidation and request purchase.
6. Prepare Purchase Request.
7. Sign Purchase Requests and submit them to the VPAA for approval.
PERSON(S)/UNIT RESPONSIBLE
Unit/College Librarian Faculty
DepartmentChair
Unit/College Librarian
Library Committee
Unit/College Librarian Selection and Acquisition Librarian
University Supply Officer Selection and Acquisition Librarian
University Librarian VPAA
8. Approve requests submitted for procurement. VPAA University BAC
9. Process requested titles in accordance with BAC procedures.
10. Receive and checkbooks delivered by the dealers against the PO/sales invoice/delivery receipt.
University BAC
University Supply Officer Selection & Acquisition Librarian
11. Inspectthe books received. Inspection officer
University Supply Officer
12. Deliver books to the University Library Technical Section for distribution.
13. Determine the requested titles of books of unit/college libraries for the issuance of Memorandum Receipts (MR).
14. Receive and check books against the MR from theSelection & Acquisition Librarian.
University Supply Officer
Selection and Acquisition Librarian
Unit/College Librarian
Selection & Acquisition Librarian
15. Keep systematic files/records. University Supply Officer
Unit/College Librarians
Selection & Acquisition Librarian
A. Preservation and Conservation
1. Handling,Maintenance and Storage
Handling, maintenance, and storage of books and other forms of recorded information is very crucial considering that the library is the repository of information resources that gives a significant contribution to the academic achievementof the university.Thus,proper handling,maintenance,and storage should be done with utmostcare.The subsequentguide serves for easy reference:
DO’s (Do use) DON’Ts (Do notuse) non-damaging bookends with smooth surfaces and broad edges sharp,edgy or wire bookends pull out the desired book by gently grasping it with both sides with the thumb and fingers or pull the book out by using the textblock as leverage,notthe headcap. pull the headcap of a book when removing it from the shelf. copying or scanning of books from special collections should be done by the library staff since these materials are usually fragile.
1. Binding
The primary purpose of library binding is to increase the durability making it available and easier to use. It is a method used for binding serials, and rebinding books with loose pages from their cover, especially for paperback or even hardcover/bound books.
2. Repair
A practical method to ensure that all materials in the library are in its bestphysical condition.
3. Replacement
When titles in the collection are missing,those requested by the teaching personnel or have been identified as urgentneed to be replaced promptly.
4. Digitization
This is the process of converting library materials thatare in the form of paper and converting them to electronic form (i.e. pdf format) where they can be stored and manipulated by a computer. The reasons for digitization are to preserve,make the documents accessible, and reuse the documents in different formats. The library shall develop and maintain online or standalone databases so that users will have access to the digitized collection.
a. Books with significant(historicaland cultural) value are subject to digitization to preserve the physical condition of the material.
b. Documents that contain information that is valuable enough to warrantthe costs of digitization.
c. Books thatare outof printbutthere is greatdemand or are frequently circulated may be digitized subject to copyrightlaws or conditions.
B. Deselection/Weeding
Weeding or deselection is the official removal from the library’s collection based on the criteria for each specific format:
1. Books
a. Appearance
(1) Missing pages,cover,etc.
(2) Termite-infested
(3) Broken binding (unrepairable)
If it is a rare book material, apply preservation and treatment methods.
b. Superfluous or duplicate volumes
(1) Multiple copies
(2) Superfluous books on subjects of little interestto users
2. Periodicals
Weed the following:
a. Periodicals notindexed
b. Serialsthat haveceased publication andhave no cumulative index
c. Incomplete sets of irregularities
Guidelines for Collection Development
The library collection shall cover the following:
1. General Collection – coverage required for references and general reading. These are collections that are essential enough to meet the needs of the educated layperson, but not vital enough to support scholarly or professional work. Layperson is used here to include the specialist, in case he/she is looking for materials beyond his/her specialization.
2. Instructional Collection – coverage required for reference,general readings, and course-related instruction. The collection must be fundamental enough to support instruction and to keep professionals abreast with recenttrends,issues,and developments.
3. Research Collection – coverage required for reference, general readings, course-related instruction, and comprehensive research. This collection must provide the coverage required to support the present and future research needs of the academic community including the faculty and the Graduate School students.
Types of Library Collections
A. BOOKS
Hardbound books are preferable unless the book is out of print. Textbooks shall not be acquired except when they are the best sources of information in the field. Multiple copies of books shall not be purchased unless there is a high demand for the books due to assigned readings.Efforts to obtain out-of-print books will be provided if ithas been decided thatthe materials are of sufficientimportance to justify those efforts.
Circulation Section
University Library/Health Sciences Library
Summary of Book Core Collection
Summary of Professional Books
B. SERIALS
Using the same collection guidelines, journals are selected by the unit libraries subject to the approval of the University Librarian and the library committee. Aside from the print journals, the BU Library System has been subscribing to electronic journals to strengthen the journal collection and to give researchers an abundance of reliable references for their study.
C. ELECTRONIC RESOURCES
The library gives bona fide users of the library access to its online databases through thelibrary’sinternetservice and/or issuanceof remote access accounts.
The library is currently subscribed to the following online databases:
1. Press Reader
Press Reader Incorporated is the newest online database the library system is subscribed to. This database provides interactive, digital access to nearly 7,000 of the world’s best newspapersandmagazines.Subscription includes on-premise and remote access.
Press Reader Subscription Certificate
2. Tritech Digital Media
Tritech Digital Media is an online database where over 7000 ebooks can be browsed and downloaded by BU students and faculty. To access the subscribed e-books, students and faculty are given the links and password that are sent to their BU email account.
3. Academic OneFile E-journal Collections with Cengage Powerpack.
Academic OneFile is a comprehensive, up-to-date, and easy-to-use resource for serious academic research. Extensive coverage of the physical sciences, technology, medicine, engineering, law, social sciences,the arts,theology,literature,and other subjects makes Academic OneFile both authoritative and comprehensive. Currently, the Library System has an allocated budget reflected in the 2024 Work and Financial Plan for the renewal of subscription.
BULS Work and Financial Plan 2024
D. NON-PRINT MEDIA
1. Audio-Visual Materials - Recordings,filmstrips,slides, videocassettes etc. will be selected using the same guidelines used in other materials. The materials will be cataloged, classified, and made available for usage, utilizing the same policies applied to the other materials.
2. Documents - The BU library is state-owned and it can be a depository of government documents upon request of the state agencies. These documents will be cataloged by the technical service department and added to the main collection using the DDC classification system.
E. SPECIAL COLLECTION
1. Gender And Development (GAD) Section
These collections foster a greater understanding of the importance of gender roles.
2. Bikolnon Corner - This section showcases the Bikolanos’ rich culture and heritage.
3. Rizaliana Section
This section honors one of the Philippines’ greatestheroes, Dr. Jose Rizalthrough aseparate section wherepatriotic mindscan delve into the past and appreciate the present by browsing Rizalrelated books and some of Rizal’s masterpieces.
4. Peace Education Reading Section - The Peace Education ReadingSection,launchedon February 22,2024,during the OPAPRU Peace Education University Tour at Bicol University, is the latest addition to the University Library’s special collections. Featuring peace-related materials donated by the College of Social SciencesandPhilosophyand the Office of the Presidential Adviser on Peace Reconciliation and Unity (OPAPRU),this section aims to foster a culture of peace in society. The materials are available for browsing by BU students,faculty,staff,and external researchers
5. Reviewers Section
A dedicated section for individuals preparing for licensure exams, such as the Licensure Examination for Nursing and other professional tests like the Career Service Examinations (CSE), is designed to offer a more conducive review environment. The materials in this section are for room use only.
6. Thesis and Dissertation
The Thesis Collection Section for the Master of Arts and Nursing programs features an extensive array of graduate theses and research
projects. This well-organized section serves as a valuable resource for students, faculty, and researchers, offering in-depth studies and original research in arts and nursing.
IV. SERVICES & UTILIZATION
The University Library, with the presence of professional librarians and paraprofessional staff, is open sixty-seven (67) hours per week (Monday-Friday 8:00 AM-7:00 PM & Saturdays 8:00 AM-5:00 PM, NO NOON BREAK) to provide library services to students and clients. The schedule excludes Holidays and Sundays.
The Health Sciences Library is open 54 hours per week, from Monday to Saturday, 8:00 AM to 5:00 PM, with no noon break,to ensure optimal use of the library.