The CCSJDM ARC promotes and exhibits innovative services to deliver information conveniently to the academic community.
The Academic Resource Center supports the mission of the college by providing quality resources and excellent ARC services to stimulate creativity, intellectual curiosity and to facilitate lifelong learning and research.
GOALS AND OBJECTIVES
- We will continue to grow our collections, expanding our strengths in both traditional and emerging directions in scholarship.
- We will enhance our physical spaces to facilitate innovative research, teaching and learning.
- We will provide innovative services that inspire the generation of ideas.
- We will strengthen our relationships with our stakeholders; continuous collaboration and regular coordination with respective colleges and faculty and strengthen linkages with private and public sectors.
- We will achieve these tasks through careful stewardship of our resources and the expert knowledge of the staff.
DUTIES AND RESPONSIBILITIES OF THE ARC STAFF
The College Librarian
The head of the Academic Resource Center and information services is a full-time professional librarian. The librarian is responsible for the operation of the ARC within the college and services, in the implementation of policies and guidelines of the library.
The librarian will:
- Instruct and assist students, faculty and staff members in the effective and creative use of the ARC
- Maintain current awareness of local, regional and national standards for ARC services and programs.
- Develop and implement plans and procedures to achieve long range goals and objectives, determine objectives and set priorities for each college year, apply effective procedures to evaluate accomplishment of goals and objectives subject to approval of the ARC committee.
- Provide time and space coordination for the use of the ARC services and facilities and maintain a pleasant, conducive learning environment.
- Prepare annual statistics and reports as needed.
- Assist in the planning of new; ARC facilities and/or revision of existing facilities.
- Organize, train and supervise ARC staff.
- Maintain a system for efficient accession and organization and for the easy access of material and equipment by checking all new materials and preparing them for use in an organized manner; maintain up-to-date catalogue of materials; Weeding of obsolete materials; Providing and maintaining an efficient circulation system including, lost items, overdue, etc.; Distributing guides and materials to the faculty; Acknowledging receipt of donated/gift items; Preparing orders for new materials or replacement of materials and equipment.
- Facilitate efficient maintenance of AV Materials.
- Maintaining accurate records of materials and equipment ordered and received
- Maintain accurate inventory records
- Coordinate selection/evaluation of ARC resources and equipment
The ARC assistant is a graduate of any four–year course. The assistant assists the librarian in the utilization and maintenance of ARC facilities and services.
The ARC assistant will:
- Attend to the needs of students and other ARC clients.
- Assist the librarian in the inspection of borrowed materials prior to its return to the original location.
- Return borrowed materials in their original location.
- Call attention of students violating the code of silence and proper behavior in the library.
- Under the guidance of the librarian, assist in classifying and indexing of ARC materials.
- Under the guidance of the librarian, conduct annual physical inventory of books, journals, and other library materials.
- Assist in the up keeping and maintenance of library materials and facilities.
- Maintain the cleanliness of library shelves, tables, office spaces, and other ARC premises.
- Answer a variety of inquiries thru face to face or via phone and emails.
The Academic Resource Center is committed to deliver services in a helpful and courteous manner. We will work diligently in providing accessible and reliable services which are instructive, accurate and timely. Services such as acquiring, organizing, and enhancing the value of our resources is given high importance. It involves content development, acquisition, technical services, and document delivery services etc. The Library will continue in delivering information using the most effective and relevant resources available and maximizing it for the benefits of the Library users.
The ARC provides support for the college in its mission to enrich the student learning experience, encourage research at all levels and contribute to the advancement in access to informational resources.
ARC PROCESS CYCLE
ARC Cycle is given in detail below to present important major processes in meeting the department mission. Our main function is providing support for research and educational activities. In this cycle, we seek to understand client needs, build capacity to meet those needs, design and deliver, and evaluate the effectiveness of services.
COLLECTION DEVELOPMENT POLICY AND PROCEDURES
The purpose of the Collection Development Policy is to provide guidelines for acquiring, maintaining and evaluating ARC information resources of the college library.
The authority responsible for selection rests with the college dean, program chairs and faculty. While faculty recommendations are significant, the librarian must carry the responsibility for areas or subject neglected by faculty in order to achieve a balanced collection.
Selection tools can either come from:
- a catalogue of new books (which originates from suppliers or publishers)
- program head and faculty evaluate materials which have been forwarded to ARC through book fairs, and bookstore visits or evaluated materials brought in by book supplier to the ARC.
The ARC acquisitions always have to be evaluated on the basis of:
- need / demands of customer
- content / usefulness / copyright
- weaknesses and strength of existing collections
Value of materials – Accuracy, authority of the material, the reputation of the author and publisher are essential in selection. This process shall be based on book reviews and on the judgment of the faculty and librarians.
Format of materials – The ARC will acquire and preserve materials in any forms which meet the requirement of the college. These may include print, audio-visual, computer software and other media materials.
Source of purchase – Sourcing of materials will be made by the ARC. Materials will be ordered from book supplier giving the best value, price discounts, and quality service.
Distinct collections are special collections such as theses and dissertations, faculty publications, selected periodicals, serials, maps
Language – Non-English Language materials are not acquired for ARC collection with the exception of Filipino and other Philippine dialects and specialist dictionaries.
Donations/Gifts – The ARC gratefully accepts gifts of materials under the circumstances of materials are in good condition if deemed valuable to the collection. The ARC reserves the right to make final disposition of all the gifts received. Gifts may be added to the collection or rejected at the discretion of the library. Gift materials not added to the collection are not returned to the donor.
Retention – Condition, content, inherent value, and use are the primary criteria used to determine the continued retention of materials in the collection. Many materials do not withstand the test of time and repeated handling.
Collection maintenance – The Librarian is responsible for periodically reviewing the ARC collection for the purposes of acquiring lacking titles, weeding, rebinding and repairing materials. Materials no longer useful to the collection will be discarded for having no value.
The following general criteria will be used in discarding ARC materials:
- Outdated materials with little or no permanent value
- Rarely used materials with little or no permanent value
- Misleading or factually inaccurate materials.
- Materials worn beyond reasonable mending or repair.
- Material superseded by a new edition or a better title.
Periodicals – Periodicals are selected to support the current teaching, learning and research activities of the college. Locally published periodicals are also directly subscribed to the local publisher or through local vendor. E-resource journals are subscribed directly to the local provider.
Material request form – Program head and faculty request materials by accomplishing the MRF (material request form) with the signature and approval of the college dean. MRF should bear details of suppliers, price and the curriculum subject where the material will be included for the certain program.
The Librarian must immediately inform the college through email or phone that the said material is currently available at the ARC.
To record the book added to the existing collection of the ARC, the Librarian assign accession number for each book acquired or being donated. The last accession number in the accession record is the last purchased material in the library. Each number corresponds to a particular book and provides bibliographic information of the material. Information found in the accession record:
- Accession number
- Author’s name
- Title of the book, edition
- Place of Publication & publisher
- Copyright date
- Call number
- Date delivered
- Delivery Receipt Number
- Each material must have an accession number
- Fiction books should be accessioned separately.
- Assign new accession number to replace a lost material which is of different title. Put a note under remark that it is a replacement of missing material having the accession number. If replacement is the same as the missing material, adapt the accession number of the missing material. If the book is replaced by same title and author but with latest edition, assigned new accession number to the replaced material. Under remark it should appear, lost and replaced and date. For the lost material, put a note “replaced by” and the new accession number being replaced.
- The ARC keeps integrated accession number to facilitate inventory and to monitor the collection.
Newly Acquired Materials
- Format of accession record
- Font size – 10
- Font style – Arial
- Records of weeded out materials should not be deleted from records (soft copy and hard copy)
- Purchase updated edition of withdrawn material if still required.
- Document weed out materials and file
- Indicate “weeded out” and the date it was approved in remarks column of the accession records, print and soft.
- Records of materials for correction:
- Pull-out shelf list of books.
- Check cataloging errors and make necessary changes.
- This process is about five minutes per material.
- Quickly check and count the received materials.
- Collating or careful examination on the physical appearances of the materials to determine damages or defects.
- Check appropriate accession record in hard copy
- Assign appropriate accession number to all new materials on the following parts of the material.
- At the center of the inside front and back cover, opposite of the location code
- Secret page
- Stamp ownership of material at the back and front cover.
- Accessioned materials should be forwarded in for cataloging book shelves.
Circulation policies and practices should maximize access of ARC’s users to the collection. The policy and practice should establish procedures for taking out and returning books to the ARC and keeping records to show where the books are.
ARC Service Hours:
- Regular Term
Monday to Friday: 8:00AM to 7:00PM
Saturday : 8:00AM to 5:00PM
- Term Break
Monday to Friday: 8:00AM to 5:00PM
A validated ID or Certificate of Registration (COR) is your permit to use the ARC. It must be presented at the Circulation desk whenever you check out ARC materials. At present, you must have a CCSJDM ID or COR to be able to take out ARC materials for home reading.
Visitors should present Visitor’s ID by the guard on duty.
The length of borrowing and quality of borrowed materials by the students and faculty/staff is based on the size of the collection, the needs of the school, and the availability of reliable shelves.
- Circulation/Filipiniana – 7 days
- Reserve Collection – For Overnight use
- General Reference – For Room Use only
- Circulation/Filipiniana – 7 days / 1 week
- Reserve Collection – For Overnight use
- General Reference – For Room Use only
- Circulation/Filipiniana – 1 Month
- Reserve Collection – 1 Week
- General Reference – For Room Use only
POLICIES ON BORROWING ARC MATERIALS
Who Can Borrow and For How Long:
- CCSJDM faculty and staff, and students can borrow ARC materials from the ARC.
- Borrowers can borrow books during the specified service hours of the library.
- A student can borrow a maximum of 4 books at a time (2 for overnight, 2 for 7 days)
- A faculty member can borrow 3 books to be used as reference.
- General reference books, periodicals and in-demand books cannot be borrowed for overnight use.
How to Borrow ARC Material
To borrow, locate the books in the shelves. The books are arranged according to the Dewey Decimal Classification System. When the book you want is not on the shelves, inquire at the Circulation desk, for the book may be out at the moment.
Upon checking out, present your ID at the circulation desk. Same when returning the book’s borrowed.
General Reference Books
Reference books are for room use only. They are arranged according to the Dewey decimal classification.
Serials are for room use only. However, literature indexes are available at the circulation desk for easy access. They are used to locate articles on the given subject.
They are on closed shelves and are for room use only by students. However, faculty members may borrow and bring an audio-visual material for use as an instructional aide.
Newspaper articles can be access through computer or cellphones with internet connection. However, Printed newspaper literature indexes are available at the circulation desk for easy access. They are used to locate articles on the given subject.
Guidelines for Faculty and Staff in Borrowing Books and Materials
- Faculty and staff members of CCSJDM are entitled to borrow books and other instructional materials.
- Faculty and staff may borrow books and other reading materials upon showing their employee ID to the library staff.
- General references shall be read only in the ARC.
- Reference books and textbooks with limited copies are borrowed and read only in the library. However, they can be taken out during weekends and returned on or before 9:00 AM on Monday or first school day of the following week.
- All books and other instructional materials borrowed from the ARC shall be returned before the end of every semester.
- Lost or damaged ARC materials borrowed shall be paid by the borrower at the prevailing price or may be replaced upon mutual agreement of the borrower and the librarian. An additional administration fee of fifty pesos (Php 50.00) shall be charged for every item damaged.
- Only faculty and staff with no overdue loans can borrow books from the library.
Guidelines for Outsiders in Borrowing Books and ARC Materials
- An outsider (non-student or non-employee of CCSJDM) can avail of the ARC services after presenting a letter of referral from a librarian/institution head, and upon signing on the log book.
- An outsider can borrow books for room use only and he/she is not entitled to overnight loans.
- Visitors should present Visitor’s ID given by the guard on duty.
STEPS IN THE USE OF CCSJDM ARC
ARC users must:
- Log-in at the circulation desk and fill up the required information.
- Use the ARC catalogue to find the books needed.
- Take the books to the Circulation Desk.
- Return the books to the Circulation Desk after using the books.
A fine of Php10.00 per day will be charged from the borrower for every overdue item. Borrowing privileges for students with overdue books may be cancelled.
Students and faculty will be notified promptly if books are overdue. A list of overdue books will be sent to program heads or guidance office. The cooperation of the program heads and guidance offices is necessary to encourage students to return overdue books. The student will also be notified through the contact information provided.
What Happens When an Item is Overdue?
The borrowing privileges are suspended as soon as an item becomes overdue. A user cannot borrow anything else until overdue items are returned and checked in and the corresponding fine has been paid.
Lost or Damaged Books
Students should be held accountable for the lost or damaged books and should be required to clear their ARC card before transferring to another school or before leaving at the end of the semester. The payment for the damaged item will depend upon the extent of the damage and type of item.
Purposes of Weeding:
- You make the collection more appealing
- You enhance your library’s reputation for reliability.
- You locate books that need care and maintenance.
- You gain constant feedback on the strength and weaknesses of your collection.
The Key Guidelines to Weeding
- Determine if the books or materials are of poor quality, of poor appearance, unused or on topics that are no longer worthy in the collection priorities.
- If the item is not worthy of remaining in the collection but still in usable condition, offer the material to the other librarians first then offer the remainder to teachers for use in their classrooms. This is to address multiple copies of items that are in good condition.
- If neither librarians nor teachers desire the material and the material is determined to have no other uses, properly dispose the material.
- If a book has been condemned, in case with an identified borrower, the book will be replaced by the borrower.
Guidelines to determine if a material should be weeded and where the material should go if it should be removed from the Collection subject to the school properties disposal policy.
- If a title is good but the copy is in poor condition and it is more practical to purchase a new copy, then properly dispose the material.
- In case of older fiction books, if the pages are yellowing, the cover is dilapidated and detracts the patron, the circulation is low, but the book is in otherwise good condition, offer the book to adopted secondary or elementary schools of the college.
- Old, outdated fiction and non-fiction titles that contain erroneous information should be disposed properly.
- Too many copies of non-fiction titles, literature, literary criticism, history and other topics that are not age-sensitive, offer the books to adopted secondary or elementary schools of the college. If the book rebound, dispose the material properly.
- If a copy is falling apart or in poor condition but the book has a good title or a reference source, timeless or current, and it is more practical to purchase a new copy, properly dispose the material.
How to Discard Materials
A list of books identified for weeding out should be submitted to the ARC Committee/Supply Office for proper action and disposition. Every weeded item should be marked “WEEDED-OUT” in the ARC inventory and the record of the book in the ARC catalogue should be removed.
What to Do with Discarded Books
- Sell the books. Sales of books may take place only at the Supply Office subject to existing rules and regulations of the college. Proceeds will go back into the ARC’s general fund.
- Donate the books to secondary or elementary schools adopted by the college
- Give the books away to students, parents, staff or others for personal use.
A record of weeded-out books should be maintained by the ARC. A report listing all discarded materials is prepared at the end of each school year.
ARC RULES OF CONDUCT
The Academic Resource Center has the right to maintain its facilities in a clean, pleasant and safe manner.
Every individual has the right to use the ARC undisturbed and every ARC staff has the right to work without undue interference. All users and employees should be free of any threat, invasion of property or gross indignity. To guarantee these rights for all people, the following rules of conduct apply to behavior on the premises of the ARC.
No person shall engage in any conduct which disturbs or interferes with patrons or employees in the ARC including, but not restricted to the following:
- Engage in disruptive behavior that unreasonably disturbs others or interferes with library operations and services including:
- Speaking in a loud voice
- Playing any audio equipment or device that can be heard by others
- Noise making of any kind
- Unauthorized game playing
- Willfully annoy, harass or threaten another person.
- Convey threats of any kind of physical force or harm
- Use obscene, abusive or racially charged language
- Engage in sexual misconduct
- Stalk, stare or invade personal space
- Be under the unreasonable influence or in possession of any intoxicating drug or alcohol substance on ARC premises.
- Block or interfere with the free movement of any person in the ARC.
- Sleep or loiter without using the library resources or services.
- Eat, drink or smoke in the ARC.
- Deface or destroy library property.
- Solicit funds, handle gamble, sell, advertise or petition for contributions.
- Plug personal devices into the library’s network or tamper in any with ARC equipment.
- Enter ARC with any firearm, knife or other weapons.
Anyone violating these rules is first warned by the ARC staff in charge at the time of the offense. If the conduct continues, the offender will be ordered to leave the premises. Staff members or security officers at their discretion will expel ARC users without a warning in situations of serious, threatening or willfully malicious behavior.
The Academic Resource Center retains the right to monitor all activities conducted inside the ARC premises to ensure compliance with the rules and regulations.