OVERVIEW OF THE LIBRARY
The library is a storage of brilliant ideas and words of people that have shaped the world. According to Korsak (1994) “the library is the Heart of the University and the librarian is the Soul of the library”. The UM library is composed of the Dr. Virgilio De Los Santos Central Library located at the 2nd floor of the Central Library Building, the Engineering Library at the 3rd floor of the same building. Bayani Virata Faylona Law Library (BVFLL) is located at the 2nd floor of the ABE Building. The HRM and Criminology Library (HCL), Business and Education Library (EBL), and the Mariano de los Santos Memorial Museum are housed at the 2nd floor of the Noli-Fili Building. While the Graduate Studies Research Center is located at the ground floor of the same building. Elementary and High School Library (EHL) is found in the Doña Patricia Building.
In order to keep up with the modern trends in library services, the library is using the open-shelf system. The students get the books they need from the shelves, and thus the barrier between readers and books has been removed. The OPAC system is installed at the Central Library that facilitates search for the titles of reading materials.
This system further aids the students and faculty members in the use of library materials. The library maintains inter-library loan relations with a number of other libraries in Metro Manila. Faculty members and students are informed from time to time of new acquisitions. Notices about such acquisitions are posted on the Library Bulletin Board, which is located at the lobby of the Central Library.
The library is considered an integral part of instruction and research; thus, the University has a main library and satellite libraries that provide the printed materials and software needed by the academic community in the teaching-learning process and in research and development. The library has the OPAC (Online Public Access Catalog).
The Central Library
Dr. Virgilio De Los Santos Library is the central library located at the second floor main building. The central library has collections that include the reference materials in all the course programs of the University, encyclopedias, dictionaries, bibliographies, biographical dictionaries, atlases, gazeteers, almanacs, yearbooks, annals and university catalogs.
The Central Library also takes part in the orientation program for freshmen and transferee students. It has computer and internet facilities where bonafide students and other university-based users like administrators, faculty and employees are allowed to use the said facilities subject to its rules and regulation. This houses the social sciences collection and the filipiniana section.
The Central library provides internet services. In a fast-paced and highly information conscious world, the use of internet is deemed necessary. Access and retrieval of knowledge has been done through the information highway. The Library and the Computer Center of the University has provided internet terminals for the users. The Chief Librarian and the staff are available to facilitate the use of the internet for the assignment and research work of its users.
The Satellite Libraries
The Law Library
The Law Library is located at the second floor, left-way area of the same building. This library caters to the needs of law students, bar examinees, and qualified off-campus researchers. It provides collections used for legal research. Reference materials such as Philippine Reports Annotated and Supreme Courts Annotate, which contains decisions of cases are also available. Philippine laws and jurisprudence such as the official Gazette, the lawyers review, Journal of the Integrated Bar of the Philippines, and publications of some local and foreign law schools are found here.
HRM and Criminology Library
The HRM and Criminology Library is located at the second floor of the Noli-Fili building. It houses books on different subject areas like English, Science, Filipino, Mathematics, Literature, Social Science and book collections are other reference materials of HRM and Criminology students and faculty members.
High School and Elementary Library
High School and Elementary Library is located at the first floor of the High School and Elementary building. This library houses local and foreign magazines, maps, and globes. It has its book collections and general reference books which cater to the secondary and elementary curricula.
The Engineering Library
The Engineering library is located at the third floor of the main building. It houses book collections and other reference materials in Engineering. Latest editions of references and professional journals are found in the library. The satellite library has also internet access.
The Graduate Studies Library
The Graduate Studies Library is located at the ground floor of the Noli-Fili building. Its collections include books and reference materials, which are used by the students in preparing their reports and research projects. The library has laptops for the use of the students and are provided with internet access.
The Library Collections
The pre-war collections of the Library has been enriched by the donations received from the YMCA, the American Book Center, the UNESCO, the Asia Foundation, Japan Foundation, some alumni of the University of Manila, and purchases made locally and internationally since liberation. The HRM and Criminology Collections is housed in the HCL Library, the law collection in the BVF Law Library and the greater bulk of the total collection is in the Central Library. The division has been found necessary for the convenience and better service to our students and faculty members in their researches and readings. The Library has subscriptions to local and foreign periodicals.
Classification of Books and other Library Materials:
General Reference Books:
(Dictionaries, encyclopedias, yearbooks, atlases, hand books and others) are all non-circulating and should not be taken out of the reading room. The collection is located in open shelves and the Reference Section maybe used without being signed out.
These books are reserved by the faculty members to be used in their classes. These books are placed on reserved shelves and can be readily used upon request by the faculty members concerned. They may take the reserved books out of the library only for classroom use.
General Circulation Books:
Maybe borrowed for overnight use, subject to renewal for a certain length of time unless the books have been reserved by other students or faculty members. All students are entitled to borrow not more than two general circulation books at a time. Renewal of these books maybe granted if they are not in demand. Books borrowed for overnight use maybe checked out at 6:00 p.m. and should be returned the next day at 9:00 a.m. the following morning.
Filipiniana and Rizaliana Collections:
These collections are located on closed shelves and are charged out at the loan desk. The use of these books is limited to one hour and not to be loaned for overnight use.
Are for room use only and are not be photocopied.
Periodicals (Magazines and Newspapers):
These collections are to be read only in the reading section of the library. If one wishes to use these materials else where in the library, permission must be obtained from the staff in charge of the collection. Current and back issues of newspapers and magazines maybe taken out of the library only upon expressed permission and on condition and terms prescribed by the Chief Librarian and/or the Asst. Chief Librarian.
Maybe borrowed for classroom/ photocopying purposes.
Other Library Materials (Maps, Globe, and Film Strip & etc.):
These library materials maybe loaned only upon written request by the borrowers.
Information Technology (Computers, Internet and CD-ROM):
The use of hardware and program assistance from the staff requires.
WHO ARE ENTITLED TO BORROW
- All bona fide students officially enrolled for the current school year and with UM ID.
- Faculty members, administrators and regular employees are entitled to borrow books and other library resources from the University Libraries, subject to its rules and regulations.
- Users from other schools with referral letters from their respective librarians. The borrowed books are for in-house use only.
CONDUCT IN THE UM LIBRARY
Like any other libraries, the library is not a meeting place, but it is a place for study and research. Users should therefore remember that:
- Students, faculty members and visitors should register in the library logbook at the counter before entering the library area.
- Deposit your bag at the counter and get your claim tag.
- Bring with you your valuables like cellular phone and wallets inside the library. Do not leave valuables inside your bag. The library staff will not be responsible for any loss.
- Proper conduct inside the library is expected from the users at all times. Anyone causing disturbance will be asked to leave the library.
- SLEEPING, SMOKING, EATING, DRINKING, LITTERING AND GROUP DISCUSSION are strictly prohibited inside the library.
- Users of card catalogue should return catalogue trays after use. Or ask the assistance of the library staff to use the OPAC system.
- Seats in the library may not be reserved, The library staff may remove anything left on the table to make room for other users.
- Wearing of CAPS, HATS, VISORS and the like are strictly prohibited.
- Using the electrical outlets in the library is strictly prohibited.
- Mobile phones must be kept on silent modes.
- Library services will be closed fifteen (15) minutes before the required closing time to enable the staff members to put the library in order.
- Honesty is expected of all library users. Mutilation and vandalism of Books will be penalized.
- Observe proper decorum inside the library.
- Any violation of the code may result to reprimand, suspension or expulsion based on the gravity of the offense.
POLICY FOR LOANS AND RECALL CARDS OF FACULTY MEMBERS AND PERSONNEL
A. LOANS FOR FACULTY MAMBERS AND PERSONNEL:
- Books for general circulation: Faculty members and personnel may borrow more than two books from the general circulation for two weeks, renewable for another two weeks, unless the books are urgently in demand.
- Reserved books: Faculty members and personnel may borrow a reserved book for only one day, unless the Chief Librarian and/or the Assistant Chief Librarian permits the user to borrow the books for a longer period of time.
- Faculty members and personnel should transact business at the counter. They should borrow and return books personally. It is not allowed that students return books borrowed by faculty members.
B. RECALL CARDS FOR FACULTY MEMBERS AND PERSONNEL
- Any faculty member / personnel who fails to return general circulation books that are two days due shall be notified by call card handed to him personally or sent by mail at his last address, if available.
- A recall card notifies any faculty member and personnel, who fails to return a reserved book on the due date. The recall card maybe handed to him personally or sent by mail.
- The Chief Librarian / Assistant Chief Librarian should notify in writing the Accounting Office, if recall cards remain unanswered.
POLICY FOR THE USE OF LIBRARY FACILITIES BY OUTSIDERS
Outsiders with written referrals from their Chief Librarian maybe permitted to use the library facilities in connection with their studies or researches provided that the materials are to be used only in the library.
FINES AND PENALTIES
- A fine of P10.00 will be charged to the user for a general circulation book for the first hour overdue and for a maximum of P50.00.
- A fine of P10.00 will be charged to the user for every reserved books kept overnight without permission from the library staff.
- Books that are overdue will be fined P1.00 per hour overdue and every fraction thereof.
- Reserved books that are overdue will be fined P1.00 per hour overdue and every fraction thereof.
- Any unauthorized withdrawal of books or other materials is considered theft, and such deliberate act is a cause for suspension of Library privileges, and the misdeed will also be coursed to the Office of the Dean for Student Affairs.
- All Library privileges maybe suspended by the Chief Librarian and/or by the Assistant Chief Librarian for any reasonable cause. Directives from the Chief Librarian and/or Assistant Chief Librarian are for strict compliance.
- UM Gate pass issued by the Records ID Section must be surrendered upon request of Honorable Dismissal, Transcript of Records and Diploma.
POLICY FOR LOSSES AND MUTILATIONS
- A book or any library material reported lost must be paid for by the user in the Accounting Office.
- Any book or other library materials destroyed or mutilated by a student, faculty and/or employees must be replaced or paid for within 15 days after commission of the act to the Accounting Office.
- Failure on the part of the students, faculty and/or employees to settle all library accounts after the specified date will be reported for action to the proper authorities of the University.
- Returned books should be inspected at once by a library personnel for mutilations and torn pages.
- Outsiders who do not have written referrals from their school and who request the use of the Library facilities shall be referred to the Chief Librarian or to the Assistant Chief Librarian for proper consideration.
The Library Committee serves as a liaison group between the faculty and other sectors of the institution and the Chief Librarian. It acts as advisory body to the Chief Librarian to keep him informed on matters concerning the library needs of the students, faculty and personnel of the institution.
The Library Committee is composed of the following: Chief Librarian, as chairman, Dean of the Graduate School, College Deans, Principal of the High School Department and Elementary Department, the Department chairs, and a college faculty representative.
The functions of the Library Committee are to:
- Examine library needs in terms of the academic program and recommend strategies that would improve the library services and other means that may best integrate the library program with other academic activities of the college.
- Formulate library policies in relation to the development of the library for instruction and researches.
- Assist the Chief Librarian in the task of allocating funds for the development and improvement of the libraries.
BOOK BORROWING/LENDING FLOW CHART
FLOW CHART FOR RETURNING BOOK
FLOW CHART FOR BOOK CLEARANCE
System and Procedures for Returning a Book
- The borrower returns the book(s) to the library.
- The library staff checks for overdue. If there are no over dues to be collected the librarian signs the book card.
- The book is returned to the shelf.
- If there is an overdue to be collected, the borrower is sent to the Accounting Department to pay the corresponding fine.
- The receipt is submitted to the library staff.
- The book card stamped “returned” and the book is shelved.
System and Procedures for Book Borrowing or Book Lending
- The user may identify the book that he/she wants to borrow from the library by any of the following:
- Use the card catalogue
- Use the OPAC or Online Public Access Catalog or
- Ask for assistance from any library staff.
- Once the book has been identified and located, as assisted by the librarian, the researcher fills in the book card and gives the book card to the assisting librarian for filing.
System and Procedures for Book Acquisition
- Any of the following may suggest a book or serial for acquisition by the library department: student, faculty and or dean.
- The library department checks the library holding for a copy of the suggested title, if the book is available, the requesting party is informed about the availability of the suggested book.
- But if the suggested title is not available, then, the library department prepares the recommendation and acquisition forms.
- Upon completion of the recommendation and acquisition forms, it is then submitted to the Textbook Committee for approval.
- Once the recommendation and acquisition forms have been approved by the Textbook Committee, the library department recommends the titles to the Vice President for Finance to determine the availability of funds.
- If there are funds available, the signed recommendation and acquisition forms go to the President’s office for further approval.
- Once the recommendation and acquisition forms have been approved by the president, a copy of the approved recommendation and acquisition forms are given to the Accounting department for the preparation and payment of the already approved titles.
- In the event that there are no funds available, the library department determines other sources for the acquisition of the titles either through donations; exchanges or the Internet.
System and Procedures for Book Clearance
- A student, faculty or employee gets a clearance form from the HRM and Criminology Library.
- Bring the clearance form to the different satellite libraries for signature by their respective representatives. But before affixing their signature with the clearance form, the librarian checks the list of names for overdue or unreturned books. If the student, faculty or employee has no overdue or unreturned book, he or she proceeds to the different satellite libraries.
- The last library to sign is the representative of the Central Library to be noted by the Chief Librarian.
- Finally the clearance is to be submitted to the Accounting Department.
- In a situation wherein the student, faculty or employee has an overdue fee; the applicant should proceed to the Accounting department to pay the fine, once paid the official receipt is submitted to the library concerned so as to get his clearance signed.
- In cases where in the book has already been lost the applicant upon the suggestion of the librarian may remedy the situation by any of the following:
- Pay the price of the lost book to the Accounting department or;
- Replace the lost book with the same title and same author or;
- Replace the lost book with a similar topic but the amount of the book should not be less than the amount of the lost book.
Online Public Access Catalog (OPAC)
Online public access catalog, a computerized and a user friendly database system which allows easy retrieval of entries from the library’s database (card catalog). Keywords are encoded and the computer will show you the entries you are looking for. Online searching saves much of your time compared to manual searching in the card catalog. Other universities are now using online catalogs. In an online catalog, information on the catalog card is transformed into a format which the computer can recognize thus, making retrieval of information fast and easy.
Guidelines on how to use online catalogs:
- Enter your search item (subject search, title search or an author search) then click the button below. In this case, the search item is a subject. You will click the icon SUBJECT then an alphabetical listing of subjects will appear on the screen highlighting your subject search. Opposite the subjects are number of titles available.
- Choose the SELECT button below, and then a listing of titles or books for your chosen subject will appear on the screen.
- Choose one title, and then click the SELECT button.
- The bibliographic description for your chosen title will appear on the monitor indicating the call number which you will use for retrieving the material you need. Indicated below the description is copy information such as call number, status, etc.
HOW TO CARE FOR BOOKS
- Make sure that our hands are clean before using a book.
- Handle the books with care.
- Do not toss or throw the books.
- Gently give the book to others with great care.
- Carefully handle the pages of the book.
- Turn the pages of the book one at a time.
- Don’t tear any pages of the book.
- Never fold over a corner of a page. Use a book mark.
- Do not draw on the page / pages of the books you do not own.
- Do not write on the page / pages of the books you do not own.
- Do not write any markings library books.
- Return books on time when it is already due.
- Don’t fix the damaged books by yourself; inform the library aide or Librarian about damaged books; let them fix the book.
- HELP US TAKE CARE OF THE BOOKS.
- Let others enjoy the fun you have in reading the book.
PROF. IMEE L. RESURRECCION
MS. MERCEDES G. DIZON
Assistant Chief Librarian