presidentsoffice@vma.edu.ph 034 444 2565, 034 444 1092, 034 444 1755-56




Library & E-Section

WELCOME TO THE LIBRARY & E-SECTION

The library is dedicated to provide students, faculty, and staff a dynamic learning environment with top-notch resources, facilities, and services. It seeks to provide an innovative method in any library transaction that is sufficient to suit the needs of the customers.

Organizational Structure

LIBRARY SELECTION, ACQUISITION AND COLLECTION

The scope of the collection of libraries varies according to the type of institution it serves. It largely depends on the objectives if the library and to the needs of the clienteles.

1. Library collection shall meet the standard requirements of CHED, DEP ED, MARINA, TESDA and other accrediting agency. It is anchored on the quality objectives of the library and to the needs of the clienteles.

2. The faculty members, library committee and the students recommend and request the title of books to be purchased through the chief librarian based on the catalogues, brochures and the price lists sent by publishers and book dealers

3. The library also considers the recommendation of the auditing agency in relation to the improvement of the library holdings and facilities

Deselection is a common practice in all libraries to weed or discard rarely used books and other library materials that are no longer in use. This is practically done to economically save space for the collections.

Weeded/discarded library materials will be endorsed to the Property Office for safekeeping. Hence, it is the management discretion to whether or not dispose nor donate the same to the LGU, NGO, National Archives, among others.

The following criteria are some of the guidelines we observed in our Library for weeding library materials.

CRITERIA DESELECTION:

• One best factor to consider is the physical condition of library materials.
• Physical deterioration or heavily damaged books, e.g. soiled
• Infested pages, molds, and the likes
• Weed out books that are not in use for 15 years
• Books with mutilated pages
• Multiple copies

PRESERVATION of LIBRARY MATERIALS

Maintenance & preservation of Library collection has become more important as the price of the materials has skyrocketed & the need to protect the collection becomes even more important. The following should be considered:

SECURITY MEASURES

• Our library is practicing a combination of open & close shelf system.
• 10 % of our collections are placed in the reservation/circulation counter, handled/manned by library staff.
• No School I.D., NO loaning out of book/s policy is strictly implemented for students.
• For the Faculty member, book card(s) should be filled in and clearance will not be signed unless otherwise they have no unreturned books.
• Clearance is required for the students, faculty & staff every Semester and for exit purposes.

SEGREGATION of COLLECTION/SHELVING & STORAGE

Our Library is using the DDC Dewey Decimal Classification scheme.

All books are arranged accordingly based on the system used for easy location, and not too close to each other. There are 26 steel bookshelves, 2 wood shelves and some mounted wood shelves intended for the library collections.

ENVIRONMENTAL CONTROLS

Air conditioning units in our collection area have a temperature control at least 8 hours a day, 5 times a week.

FIRE PREVENTION

(3) Fire Extinguishers were provided inside the library including the E-Section.

HOUSEKEEPING

Wiping of bookshelves, counters tables racks, floors & windows are regularly done every morning and afternoon.

LIGHTING CONTROLS

Lightings are properly distributed for the comfort of all library users.

FACE TO FACE CIRCULATION POLICY

Upon entry, Students, Faculty, and Staff should swipe their school ID in the automated system to maintain the accuracy of attendance every semester and must observe the following House Rules:

  • Observe SILENCE.
  • Nonsense conversation, loud laughter, and other unnecessary noise disturb all the readers.
  • Return all library materials to their proper place.
  • Handle books and other materials with care for other users to use also.
  • When borrowing Library materials, present your School ID at the circulation counter.
  • No School ID, no loaning out of books.

Rules for Overnight/Reserved books

• The schedule for reservation of books is 3:00 to 3:45 p.m. Books will be taken out from 4:00 to 5:00 p.m. and should return the following day.
• Put waste papers inside the trash cans provided for the purposes.
• The area shall be kept neat & clean or orderly by pushing back the chairs before leaving the library.
• Leave your bags, binders, and envelopes at the deposit counter.
• Bring along with you your cp, laptops, and wallets.


ALLOWABLE NUMBER OF BOOKS TO BORROW

STUDENT:

A student may be allowed to borrow
• Two books (2) at the same time, one (1) fiction & one (1) professional.
• Follow the reservation schedule
• For photocopy purposes, 3 to 4 titles are allowed and returned after 15 to 20 minutes.

FACULTY/STAFF

A bonafide VMA faculty member can borrow five (5) titles of books, at the same time, unless they have more than (5) five subjects, for one month, renewable & these books can be recalled if needed by another user.

Faculty members & administrative staff are required to return all borrowed materials a day before the final exams.

Periodical-

Faculty members can borrow at least 1 to 2 days renewable.

RESPONSIBILITY FOR MATERIALS

Library users remember that all books, periodicals, and other visual and non-visual materials are the property of the VMA Global College and may not take out of the Library without proper utilization. No Library item should be clipped, marked, or otherwise mutilated. Commission of any such act constitutes an offense and carries with it the corresponding sanction as may be imposed by the Discipline Board.

LOSSES:

BOOK –

When a book is lost, the borrowers (students, faculty, and staff) should report it immediately to the Library staff. The borrower will have to pay a fine of P4.50 per day and 10-14 demerits given to students.

Clearance is signed depending on the status of accounts when overdue

PENALTIES

1. A penalty for stealing the library collection is a suspension of library privileges for the rest of the semester and referred to the Dean of Discipline for further deliberation and disciplinary action.
2. A penalty for a student who forged the Librarian’s signature to set his account from the library is a suspension of the library privileges for the next school term. Aside from this, the case will also refer to the Dean Discipline.
1. Mutilation of books/magazines is an offense penalized by a fine of not less than P100.00 per page of book or periodicals.
2. The strict implementation of the following offenses for the students who violated the Library rule “Observe Silence Policy”:


First - offense- Confiscate the school ID and will undergo counseling or orientation with the Chief Librarian before the release of the school ID. Subsequent offense(s)- Endorse the violator to the Dean of Discipline.

E- SECTION HOUSE RULES

• Check availability of a Computer Unit with the Receptionist.
• If the unit is available, present/swipe your school ID in the RFID scanner at the Reception Counter.
• A maximum of two (2) students are allowed to use one computer.
• Use computer time solely for research or academic work.
• Students are entitled to twenty (20) hours of free use with fifteen(15) copies of free printing.
• Students must stay in the Reading area while waiting
• If a USB Disk is to be used, secure permission and have the Disk scanned free of the virus before use.
• DO NOT DO the following (Strictly Prohibited)

     -charging and transferring files from the computer to the cell phone.
     -standby in the E-section if there is no computer available.
     -view PORNOGRAPHIC SITEs, Facebook, and YouTube.
     -Play VIDEO GAMES.
     -Change COMPUTER SETTINGs, WALLPAPERs, and BOOKMARKs
     -Loiter around the E-section or commit vandalism because these acts are subject to disciplinary action.

• The E-Section is not responsible for lost, damaged, and missing items.
• Maintain silence and cleanliness at all times.

ONLINE CIRCULATION POLICY

Online borrowing of books could be via VMA's official Facebook page @vmaglobalcollegelibraryonlinebulletin. Google link received thru messenger. The reply is in the official google mail drive @ vmaglobalcollegelibrary2626@gmail.com.

Information provided from the filed google forms is checked and verified upon request through google drive before the delivery of the requested scanned pages of the books. Ten to twenty percent (10 to 20 %) of the scanned pages of the content of the printed library materials are allowed for online circulation.

Faculty members can request the printed resources remotely at their convenience.

MAINTENANCE, REPAIR, INSPECTION OF E- SECTION EQUIPMENT

The E- section in charge will do the maintenance, repair, and inspection of computers with the assistance of the Management Information System (MIS) technical staff. The IT professionals help ensures the optimal working condition of computers. A checklist is prepared to highlight the computer hardware and software that need troubleshooting.

The MIS technical staff notified the Chief Librarian of the repair, maintenance, and inspection of computer hardware and software schedule. Everything is recorded and reported periodically. Documentation through photos upon inspection is also necessary.

Corrective action and a request for assistance from the MIS technical staff follow-up updates follow. Common issues and orientation for proper use are necessary to avoid future problems.

The computer, maintenance, and inspection of E section checklist is a tool for the library that the Chief Librarian and E- section in – charge can use to regularly and proactively check if computer hardware needs cleaning, repair, or replacement. This will serve as a guide for maintenance.

FIRST AID TREATMENT OF LIBRARY COLLECTION POLICY

The remedial treatment is to make materials usable that won't require treatment with the appropriate tools, and supervision of a well-trained technician.

Book collections should be regularly cleaned to remove dust and discourage insects and mold. Although most library collections have books on the shelf that are damaged or have deteriorated, the books may be of little current interest to readers. The best way to ensure that treatment is being applied to the books in demand is to establish a system for monitoring them immediately after they are returned to the circulation desk. Non-circulating books should be monitored prior to re shelving from the reading tables. Circulation staff should be trained to recognize damage and deterioration and then to transfer the books to a location where the necessary remedial action can take place. This is usually a book repair unit. Damaged books should be sorted to determine the correct course of action.

If a book: • Has non-brittle paper, is not rare, and has a text block that is intact, it is ready for basic repair. • Has brittle paper (usually determined by a double corner fold), it must be set aside for Reformatting. • Bears characteristics suggesting that it is rare or scarce, it should be set aside for an informed decision on treatment. • Has a broken text block and leaves that are loose and falling out, it should be set aside for major remedial action.

In most libraries, by far the largest percentage of books can be quickly returned to the circulating collection after basic repair. Paper materials such as archives, holographs, typescripts, maps, and posters need to be carefully examined prior to organize housing, especially when materials are newly acquired. Paper should be checked for metal fasteners, adhesive tape, soiled surfaces, tears, and the presence of mold or insects. Serious conservation problems should be flagged and/or listed for further attention.

Metal fasteners include staples, paper clips, straight pins, prong fasteners, and clamps. Harmful metal fasteners must be removed because rust and corrosion will damage paper, and metal points will cause tears and other damage. Removal should be done with care. Considerable damage can be caused by roughly pulling away a staple or paper clip. Staples should be pried away first by lifting the "legs" with a flat spatula or other thin flat instrument. If the paper is thin or deteriorated, a small piece of polyester film should be used to protect the surface from the spatula. Paper clips should be removed by prying up the fronts, backs, and leading edges before pulling them away. In some cases, rubber bands have been used to hold groups of paper records, and these should be removed even in good condition. If the rubber bands have deteriorated badly, freezing them will brittle the rubber so that fragments can be gently broken off.

Separated leaves can be reattached with special stainless steel paper clips over small strips of alkaline paper. Basic remedial treatments for photographs are similar to those for paper, only more complex. Before treatment, the type of photograph must be identified and the condition of the material, emulsion, and support evaluated. A trained technician can conduct some basic cleaning and repair. A conservator should be consulted for problems of mold, pressure-sensitive tape, aqueous cleaning, brittle or broken mounts, remounting, strong curling, and extensive tears.

Books that are rare should be treated by a conservator, and books that are brittle should be reformatted. If neither option is available, a simple protective enclosure can be made to protect the book on the shelf.

Many new books are made up of leaves glued together to form what is called a "perfect" binding. Often the adhesive bond breaks. The book can be easily rebound using double-fan adhesive binding. The spine is lightly trimmed on a power paper cutter to remove old glue. Single-fold endpaper are placed at the front and back of the book, and it is secured in a laying press or similar apparatus with the spine uppermost. There are many outsourced binding companies available nearby the city for the binding and repair of books. The chief librarian sorted all the damaged library materials or rare books that need repair and binding. Then, the request for approval of cash is made before the delivery of the books to the binding company.

DISASTER RISK PREPAREDNESS AND RECOVERY PLAN POLICY

I. Introduction

Purpose: This policy is established to ensure the safety of library staff, patrons, and the preservation of library resources in the event of earthquakes, floods, and fires. It will serve as a guiding document for the library, and it is crucial to regularly update it based on changing circumstances, staff turnover, or lessons learned from disaster incidents or drills. Ensure that all library staff are aware of and trained in the policies and procedures outlined in this document.

1. Policy Statements

1.1 Disaster Risk Preparedness

VMA Library Office(VLO) is committed to identifying, assessing, and mitigating the risks associated with earthquakes, floods, and fires. Regular risk assessments will be conducted to evaluate vulnerabilities, and appropriate measures will be taken to minimize potential damage. Library staff will be trained in disaster risk reduction measures, including evacuation procedures, emergency contacts, and the use of fire suppression equipment.

1.2 Disaster Response

An Emergency Response Team (ERT) will be established, comprising trained staff members responsible for coordinating immediate actions during a disaster. Communication protocols will be established to ensure timely notification of staff, patrons, and relevant authorities in case of an emergency. Emergency response plans will include procedures for evacuating patrons, safeguarding library collections, and providing first aid. Regular drills and simulations will be conducted to assess preparedness and improve response readiness.

1.3 Disaster Recovery

VLO will develop and maintain a Disaster Risk Preparedness and Recovery Plan (DRPRP) to facilitate the swift resumption of normal library operations following a disaster. The DRP will outline roles and responsibilities for recovery efforts, prioritize the recovery of critical library functions, and detail the restoration of damaged resources. Regular assessments and revisions of the DRP will be conducted to adapt to changing circumstances.

2. Risk Assessment and Hazard Management

VLO will assess the potential impact of earthquakes, floods, and fires on the library premises. Hazard-specific mitigation measures will be implemented, including structural improvements, fire suppression systems, and the creation of emergency supply caches. 3. Employee Training and Awareness

All library staff will receive training in disaster preparedness, response, and recovery procedures. Staff will participate in regular drills and exercises to ensure their readiness. Employee feedback and suggestions for improvement will be actively encouraged and considered. 4. Collaboration with Local Authorities and Community

VLO will collaborate with local authorities, emergency services, and the community to enhance disaster resilience, share resources, and coordinate responses. We will actively participate in community disaster planning and support local initiatives. 5. Compliance and Review

This policy will be reviewed annually and updated as needed to reflect changes in risks, regulations, and best practices. Compliance with this policy is mandatory for all library staff.

6. Reporting and Communication Library staff will promptly report potential risks, incidents, and near misses. Clear and concise communication channels will be established to disseminate information during disasters.

7. Resources Allocation (VLO) will allocate the necessary resources to implement and maintain this policy effectively.

8. Documentation All aspects of disaster risk preparedness, response, and recovery will be well-documented, including risk assessments, emergency response plans, and recovery strategies

9. Policy Dissemination This policy will be made available to all library staff and communicated regularly to ensure awareness and understanding.

10. Policy Ownership The VLO Disaster Risk Preparedness, Response, and Recovery Plan Policy is owned by the Library management to ensure its implementation and effectiveness.

Contact Information
  •       (034) 444-2565 local 109 [Library]
  •       (034) 444-2565 local 117 [E-Section]
  •       library@vma.edu.ph
  •       vmalibrary2626@gmail.com
  •       vmalibrary26@gmail.com
  •       @VMA Global College Library