PSV Document Checklist – AREA VII (Library) 36

Author: Dr. Veronica C. Ferrer

Copyright 2011-535

PRELIMINARY SURVEY
Area VII
LIBRARY

Note: Documents to be presented should be at least three (3) years prior to scheduled survey visit
BS Sub- Sources of Data/
Benchmark Statements (BS)
No. BS Documents For Exhibit

A. Administration

A.1 Organizational Structure of the  Organizational structure of the

Library. library with pictures of staff

A.2 Profile and Functions of the Head  Complete and updated academic
Librarian portfolio of the Head Librarian
 Duties and responsibilities

A.3 Composition of the Library Advisory  Document showing the existence of

Committee, including their functions. Library Board with pictures
 Duties and responsibilities
 BOT/BOR approval for the Library
Board

B. Staff/Personnel

Planning

 Profile/Directory of Library
Personnel in matrix form with
Profile of the Library staff/personnel pictures
B.1  Prepare also the PDS with
complete attachment of seminars,
trainings etc.

 CMO of the program under survey

B.2 Evidence of compliance on adequacy with regards to the library
of library personnel.  CMO regarding the standard
operation of the library as to
service to clientele/students

B.3 Copy of the Library Staff Development  Staff Development Program for
Plan. librarians
PSV Document Checklist – AREA VII (Library) 37
Author: Dr. Veronica C. Ferrer
Copyright 2011-535
 Other related documents

B.4 Policies on library personnel  Administrative Manual for benefits

compensation, privileges and fringe and other privileges for librarians
benefits.  Samples of payroll etc for 3 years
 Other related documents

C. Collection Development, Organization and Preservation

C.1 Policies on Collection Development  Written Collection Development

Policy

C.2 Inventory of core collections  Complete list of books or inventory

of books by year for 3 years

C.3 Evidence on the provision for non-  PPMP and PRE of the library then
print, digital and electronic resources. highlight the needed portion for 3
years

C.4 List of research books and materials  List of research books and
materials (i.e. research
outputs/thesis/dissertation/journals
etc) for 3 years

C.5 Inventory of Filipiniana collections  Inventory/list of Filipiniana

collection for 3 years

☺ OPAC documents
C.6 Evidence of an accepted and ☺ Document showing the integrated
standard classification system.
library system

C.7 Policies on preservation, care and

☺ Library Procedural Manual on
upkeep of library resources. preservation of books

☺ List of library resources available

C.8 Evidence that library resources are duly signed by the concerned
provided. library officials for 3 years
☺ Audio-Visual Room/Multi-Media
Center
☺ Internet connection
☺ Photocopying service
☺ Other related documents showing
different services of the library

C.9 List of classified library holdings ☺ List of classified books/holdings

discarded or weeded-out books, and/or weeded-out books, serials,
serials, professional books, and professional books, and electronic
electronic resources. resources duly signed by the
concerned library officials for 3
years
PSV Document Checklist – AREA VII (Library) 38
Author: Dr. Veronica C. Ferrer
Copyright 2011-535
D. Services and Utilization

D.1 Schedule of library hours posted ☺ Displayed schedule of library hours

conspicuously.
☺ Other related documents

D.2 Copy of library rules and regulations ☺ Bulletin board display

posted conspicuously.
☺ Other related documents

D.3 Display board where list of new book ☺ Bulletin board display
arrivals and other relevant information
are posted.
☺ Pictures preferably 3Rs in size
☺ Other related documents

D.4 Evidence on the existence of an ☺ Pictures preferably 3Rs for the

integrated library system (OPAC, following for 3 years:
Internet, CD Rom, database, e-library,
etc.) a. OPAC (D.5.2.1)
b. Circulation On-Line (D.5.2.2)
c. Computerized Cataloguing
(D.5.2.3)
d. Inventory Reporting (D.5.2.4)
e. Serials Control (D.5.2.5)
f. Internet Searching (D.5.2.6)
g. CD-ROM services (D.5.2.7)
h. On-line database
i. Photocopying
j. Bar Coding

 MRs of the services/equipment

mentioned above for 3 years
 Logbook for this purpose for 3
years

D.5 Summarized statistical data on library  Graphical presentation of users for

resources utilization. different library resources by year
for 3 years
 Logbook of library utilization for 3
years

E. Physical Set-up and Facilities

E.1 Library floor plan showing the location ☺ Floor area showing the librarian’s
of the different offices. office, staff room, technical room
etc
☺ Pictures with complete label (size
3R)
☺ Other related documents
PSV Document Checklist – AREA VII (Library) 39
Author: Dr. Veronica C. Ferrer
Copyright 2011-535
 Narrative report (in paragraph form)
describing the lighting, ventilation,
and the general condition of the
library for 3 years

Supporting Documents:
 Pictures of lighting and ventilation
E.2 Description of lighting, ventilation, of the library
safety and security conditions.  Policies and guidelines of the
library regarding security and
control of library resources
 Other ways/procedures adopted or
implemented by the library staff to
secure the area and
things/materials/equipment inside
the library premises
 Pictures (size 3R)

 Inventory of library, furniture and

E.3 Inventory of library, furniture and other other physical amenities for 3
physical amenities. years
 MRs of equipment for 3 years

F. Financial Support

 Institutional budget for library then

highlight the needed portion
F.1 Copy of the general budgetary  PPMP and PRE of the library for 3
allocation for the library. years
 Financial records on expenditures
for 3 years
 Request for procurement etc for 3
years

 Minutes of meetings where the

Head Librarian is involved in
planning the budget of the library
for 3 years
F.2 Evidence of the Head Librarian’s  Request letters for procurement
participation in budget preparation. bearing the name of the head
librarian for 3 years
 Financial records of the library for
3 years
 Status reports on expenditures for
3 years
 Bookkeeping records of the head
librarian for 3 years

 Financial record for 3 years

F.3 Evidence that library fees are utilized  Bookkeeping records for 3 years
for library purposes.  Minutes of meetings for 3 years
 Other related documents
PSV Document Checklist – AREA VII (Library) 40
Author: Dr. Veronica C. Ferrer
Copyright 2011-535

G. Linkages

G.1 List of linkages established for  Mailing list of agencies for resource
exchange of materials, funding and sharing for 3 years duly signed by
technical assistance. the concerned officials