Library-Compliance Report
Recommendation No. 1
Recommendation No. 2
Recommendation No. 3
Approved Organizational Structure of the Library
The university-wide Organizational Structure of the Library is based on the Organizational Structure of the entire CHMSC system which was approved by the Board of Trustee as per Resolution. No. No. 13, s2023.
CHMSU Organizational Structure
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The Library’s Organizational Structure is also found in the approved Library Operation’s Manual. The management and operation are under the College President, Assistant Vice President for Academic Affairs, and the Director of Library and Information Services. The four campus libraries are managed by license librarians. There are support staff and student assistants who assist the librarians in carrying out library services to its users.
Furthermore, there is an institutional Library Advisory Committee providing non-binding but informed guidance for the continuous improvement of library. Also, the internal and external linkages are expected to generate opportunities for the development of library as a whole. These two entities in some degree influences the operation thus presented in broken lines.
College-Wide Library Services Organizational Structure
Correspondingly, the Organizational Structure of CHMSU – Fortune Campus Library is anchored on the Organizational Structure of CHMSU System and the Institutional Library and Information Services division. As a separate unit, its management and overall operation are under the Head Librarian. The head librarian in coordination with the Director of Library and Information Services, College Dean, VPAA and the library advisory committee establishes strategies, policies, and goals.
There is also a local library advisory committee that give advises to the librarians particularly on the context of collection development. This local library advisory is chaired by the College Dean.
The Head Librarian is responsible for the overall operation. With the implementation of Online Services, the Online Services Librarian assists the Head Librarian in carrying out efficient and effective library services. Support staff handling different service points are under the supervision of the Online Services Librarian and the Head Librarian. They are para-professionals who are equipped with necessary skills and knowledge to maintain provision of quality and satisfying library and information services.
Fortune Towne Library Organizational Structure
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The Library Operations Manual
CHMSC Library Manual was created to provide guidance to librarians, library staff, administration, and library customers on the use of College Library resources, services, and its facilities. The first library manual was approved by the Board of Trustees during its 136th Regular Meeting last April 13, 2012 at the HEDC Building, Commission on Higher Education, C.P. Garcia Avenue, U.P. Diliman, Quezon City. It is adopted and implemented during first semester of academic year 2012-2013.
The Library Operations Manual
Library Board / Committee
The College has established a college-wide and a local library committee to act as an advisory body in matters concerning its operation and maintenance.
A. For College-wide (Institutional Library Advisory Board)
Here are some of the supporting documents that accounts the birth and engagements of LAB to the growth and improvement of the library services.
Since development is dynamic, review of existing policies to consider the new normal practices and conditions is on process. As presented in the infographics, memos, and minutes of meeting in the succeeding pages, it is evidenced that the Library Services of the institution has an active and functional committee that supports its continuous growth and improvement.
Last December 18, 2020, the newly designated Vice President for Academic Affairs called for a virtual meeting among members of the College-wide Library Advisory Board. One of the agenda is to revisit the composition of the institutional and local library advisory committee. It was agreed that the composition of the CHMSC Library Advisory Committee be reviewed for there are new colleges that were established. It was further recommended that librarians will review and study Advisory Board on the librarian’s meeting (December 23, 2020).
B. Local Library Advisory Committee
The Local Library Advisory Committee serves as a link between the library and the academic community. It was established to ensure that the learning resources selected and acquired per college are curriculum-responsive. Thus, librarians and faculty members through their program chairs will collaboratively work in continuously developing and monitoring the library holdings attuned to the unique needs of the programs.
C. Local Library Advisory Committee (LLAC) Meetings
Local Library Advisory Committee (LLAC) Meeting
December 2020 and Lib Memo 3, Series of 2020
Local Library Advisory Committee
The Local Library Advisory Committee serves as a link between the library and the academic community. It was established to ensure that the learning resources selected and acquired per college are curriculum-responsive. Thus, librarians and faculty members through their program chairs will collaboratively work in continuously developing and monitoring the library holdings attuned to the unique needs of the programs. The creation of the Local Library Advisory Committee was also approved through BOT Res #50, s2015.
Local Library Advisory Committee (LLAC) Meeting
April 2022
Local Library Advisory Committee (LLAC) Meeting
September 2021
Local Library Advisory Committee (LLAC) Meeting
October 2020
Local Library Advisory Committee (LLAC) Meeting
October 2019
Management, Administration, and Supervision of the Library
Moreover, the head librarian is assisted by one (1) licensed librarian for professional works. There are also four (4) support staff who are available to assist in the continuous operation and delivery of quality library services. Student laborers are also provided to give daily assistance among users and in keeping the library neat and organized. They see to it that daily library operation is smooth and in conformity with the approved rules and regulations. Library user positive experience is promoted through good and value-driven service provision, thus comments and suggestions for the improvement of the services are objectively handled and were given utmost address. Correspondingly, enforcement of penalty for those who violated the norms was being observed.
The Head Librarian in terms of qualifications, supervisory functions and participation in academic and administrative activities of the institution
The head librarian is a graduate of Bachelor of Secondary Education major in Library Science at University of Negros Occidental-Recoletos and Master of Science in Library Science in Negros Oriental State University. She had been in the profession for twenty (20) years. She served as College Librarian in CHMSC from July 2018 – December 2020. Presently, she is holding an academic position of Instructor I and designated as Head Librarian (SO No. 148, Series of 2021). Her expertise in the field of library and information science was enriched by her continuous attendance to various trainings and seminars. Likewise, she was able to impart her proficiency as consultant to the adopted senior high school library.
Supervisory Functions
The head librarian plans, organizes, supervises the total operation of the library and responsible for the administration of its resources and services. Some of her duties and responsibilities include: supervision the library personnel ensuring that they will be able to do their functions effectively and efficiently in their respective area of responsibility; directs the works and assigns duties of the library personnel; evaluates the performance of the library personnel; represents the Library in official and social activities of the College; acquire library materials that will support the curricular needs of the college upon the recommendations of the members of academic community such as Deans, Chairpersons, and faculty members; prepare library financial work plan and submits for approval; organizes, maintains, and evaluates the adequacy, richness and recency of library collections; and submits annual, semi-annual, quarterly, and monthly reports to the head of agency. Furthermore, conducts quarterly meeting with her staff to discuss issues and development of the library.
Here are some supporting evidences pertaining to the supervisory functions of the Head Librarian.
Participation in Academic Activities
The Head Librarian supports the College mandate by being involved in the following academic and other co-curricular activities:
Participation in Administrative Activities
She is also very much involved in various administrative activities like:
formulation of institutional and local plans (e.g. strategic plan, QOAP, PPMP);
budget hearing or meeting;
attendance to flag ceremony, general assembly, thanksgiving rites, etc.;
one of the clearance signatories;
local management review
The goal and objectives of the library is satisfactorily implemented
The goal and objectives of the library is satisfactorily implemented. With the implemented programs and activities on each objective, which are enumerated below, it is apparent the Library and Information Services of the institution play a central role in enhancing the quality of academic and research environment attuned to the present needs of the users and compliant with the requirements set by external accrediting bodies.
It also shows that the activities performed are in relation to the attainment of vision, mission, goals and policies of the library and the institution. The long-term plan of LIS in present and future operations entails its commitment to enhance the collection development, services dissemination and use of the library, facilities enhancement, and human resource building.
Likewise, the active participation and periodic meetings of library advisory committee, involvement of librarian in academic activities of the university, support from the management, participation of the users, standard facilities with innovative set-up, regular flow of resource generation, skilled and qualified staff deployment with further training, capacity building in terms of information and communication technology, information dissemination facilities etc. are a few areas where best practices are rooted.
Thus, with sound management practices, the Library and Information Services is a contributing factor for the 100% COPC by CHED, accredited status by AACCUP, ISO 9001:2015 -QMS Certified and Recertified by the CIP, and in the attainment of a university status of the institution.
Below are the goal and objectives of the library. Each objective are provided with library checklist of activities carried on as performance indicators necessary to claim that the library was able to successfully fulfill its goal which is to enhance the intellectual, physical, artistic and spiritual growth and development of students through wise and responsible use of library resources.
With the above-enumerated programs and activities on each objective, it is apparent the Library and Information Services of the institution play a central role in enhancing the quality of academic and research environment attuned to the present needs of the users and compliant with the requirements set by external accrediting bodies. It also shows that the activities performed are in relation to the attainment of vision, mission, goals and policies of the library and the institution as a whole. The long-term plan of LIS in present and future operations entails its commitment to enhance the collection development, services dissemination and use of the library, facilities enhancement, and human resource building. Likewise, the active participation and periodic meetings of library advisory committee, involvement of librarian in academic activities of the university, support from the management, participation of the users, standard facilities with innovative set-up, regular flow of resource generation, skilled and qualified staff deployment with further training, capacity building in terms of information and communication technology, information dissemination facilities etc. are a few areas where best practices are rooted. Thus, with sound management practices, the Library and Information Services is a contributing factor for the 100% COPC by CHED, accredited status by AACCUP, ISO 9001:2015 -QMS Certified and Recertified by the CIP, and in the attainment of a university status of the institution.
Supporting Evidences
Positive Feedback of the Library Users
Compliant with External Accrediting Bodies’ Requirement
The library is headed by Ms. Analyn P. Panhilason – Head Librarian and assisted by Mr. Prince Fidel D. Flores – College Librarian I. Furthermore, four (4) support staff, namely:
Arlene P. Arita – Circulation Service and Filipiniana Support Staff
Rea Mae A. Garcesa – Periodical Section Support Staff
Whenstone Joyce E. Elera – Graduate School School and I.T. Support Staff
Leovin D. Dela Serna – E-Library and AVR Technical Staff.
Overall, the library has adequate and qualified personnel to render quality library and information services for face-to-face and online services. The Library has two plantilla item, CHMSCB-INST1-121-2016 and CHMSCB-CL1-1-1998 for the librarians. Likewise, four (4) support staff were also hired through contract of service. Student Assistantship program was also considered to intensify the workforce during face-to face classes.
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PROFILE OF THE REGISTERED LIBRARIANS
AY 2022-2023
PROFILE OF THE SUPPORT STAFF
AY 2022-2023
LIBRARIANS CREDENTIALS
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Support Staff Transcript of Records
Analyn P. Panhilason
HEAD LIBRARIAN
PRC License No. 0004047
License Expiry Date: 10/06/2023
Academic Qualifications
Master of Science in Library Science
Negros Oriental State University
March 2019
Bachelor of Secondary Education major in Library Science
University of Negros Occidental-Recoletos
March 2003
Years of Library Work Experiences
19 years
Carlos Hilado Memorial State University
Negros Occidental High School
STI-WNU
Riverside College
Publication
Panhilason, A. (2020). An assessment of public secondary school library media centers in the City of Bacolod, Western Visayas, Philippines. ILIS Journal of Librarianship and Informatics, 3(2), 59-67.
Prince Fidel D. Flores
Online Services Librarian
College Librarian I
PRC License No. 0008938
License Expiry Date: 03/17/2026
Academic Qualifications
Master of Science in Library Science (18 units)
Negros Oriental State University
2023
Bachelor of Library and Information Science
La Consolacion College Bacolod
2017
Years of Library Work Experiences
6 years
Carlos Hilado Memorial State University
STI West Negros University
Arlene P. Arita
CIRCULATION SECTION SUPPORT STAFF
Academic Qualifications
Bachelor of Science in Commerce major in Business Management
University of Negros Occidental-Recoletos
2000
Years of Library Work Experiences
10 years and 5 months
Carlos Hilado Memorial State University
Whenstone Joyce E. Elera
I.T. SUPPORT STAFF
Academic Qualifications
Bachelor of Science in Information Systems
Carlos Hilado Memorial State University
June 2022
Years of Library Work Experiences
3 months
Carlos Hilado Memorial State University
Rea Mae A. Garcesa
PERIODICAL SECTION SUPPORT STAFF
Academic Qualifications
Master in Business Administration
(On-going)
La Carlota City College
Bachelor of Science in Entrepreneurship
Carlos Hilado Memorial State College
March 2017
Years of Library Work Experiences
3 years and 2months
Carlos Hilado Memorial State University
Leovin D. Dela Serna
AVR TECHNICAL STAFF
Academic Qualifications
Bachelor of Science in Information Systems
Carlos Hilado Memorial State College
March 2014
Years of Library Work Experiences
7 years and 8months
Carlos Hilado Memorial State University
Detailed Library Personnel Profile
The college has a total of 2,164 user population. It has 2,062 students officially enrolled, 70 faculty members, and 32 GASS personnel. According to CMO 22, series of 2021, at least one (1) full-time licensed librarian should be employed for the first 1,000 students. An additional licensed librarian should be employed for every 3,000 additional students. Given the current number of licensed librarians of two (2) versus the total user population of 2,164, the librarian-student ratio is met.
With the number of qualified personnel, it is assured that quality library and information services both onsite and online are provided to the academic community and other stakeholders. Likewise, the long years of work experience, trainings, formal education, and seminars on library and information science honed and further their skills and knowledge to implement best pedagogical practices and be more responsive to the diverse learning modalities of the library users.
Librarians and Staff Ratio to Users
Ratio & Minimum Requirement (CMO 22, S2021)
For 1,000 and below user population = 1 full-time licensed librarian and 1 full-time support staff
For every additional 3,000 user population or a fraction thereof = 1 additional full-time licensed librarian and 3 additional full-time support staff
Library Staff Development Program
The Faculty and Staff Development Program of the College aims to upgrade the competencies of the teaching and non-teaching personnel of the college by providing opportunities for professional development. The institution provides financial assistance to librarian’s attendance to seminars, workshops and trainings in order to update and upgrade the knowledge in librarianship and related field.
Furthermore, Institutional-based and echo seminars are provided to support staff for them to be updated of the trends along provision of effective and efficient frontline services, library information, and related fields. Likewise, during pre-pandemic, student assistants were given in-service training before they will perform their assigned responsibilities. The training helps them in assisting customers and in making sound judgment calls when completing assigned tasks. It will also enable them to be knowledgeable of the library policies, collections and services. It will make them acquire skill in providing first level technical support for computers and library equipment, as well as in providing consistent, high-quality customer service when assisting library users of their diverse needs.
In-Service Training
The library personnel hired as Job Order or Contract of Service, has no employer-employee relationship, are not allowed to attend external trainings and seminars. Because of this, the library conducts its In-Service Trainings for the library personnel which aims to enhance their professional competency and personal values in order to ensure that the unit is providing excellent services and be more proactive in offering their support for the achievement of the institution’s goals.
2019 Team Building Activity
The library personnel actively partcipated in the Team Building Activity for GASS on July 12, 2019 in Almaciga Resort, Patag, Silay, Negros Occidental. The team building activity was headed by Dr. Marissa S. Quezon, Dean of College of Business Management and Accountancy. (see images above)
2021 Midyear In-Service Training
The library had its 2021 Midyear In-Service Training for its Support Staff with the theme: “Prepared: Not Scared! Building Bridges while Facing Health Challenges” last July 12-13, 2021. (see images below)
2019 In-Service Training
The library held its 10th Library Day with the theme, “Work Commitment for Quality Service Delivery” on December 9-10, 2019 at Mailum Mountain Resort. In-Service Training for Staff and Student Assistants were conducted with 2 topics covered: Topic 1: Commitment to Work: definition and Tips to Improve Work with the invited resource speaker, Ms. Diwani F. Duropan and Topic 2: Diversity Management in Libraries with the invited resource speaker, Ms. Ma. Lorela Santes. The In-service training was also joined by the library personnel of Alijis and Binalbagan campus. Likewise, there was also team building activities for the staff and student assistants. (see images above)
2021 Year-End In-Service Training
The Library and Information Services of the four (4) campus had its two-day In-Service Training for its Library Personnel on Reskilling and Cross-skilling Competencies Peer-Based Capacity Building held on December 22-23, 2021 at Fortune Towne Campus. This training aims to enhance personnel’s professional competency and work ethics gearing towards the achievement of the institutional goals and going beyond what is expected in the delivery of quality service with a commitment to work.
Topics covered during the training are: Emerging Technology: Innovative Services in Libraries; Overview on Republic Act No. 9470 / The National Archives of the Philippines act of 2007; Understanding archives administration; and Getting along with others and office decorum. On the last day of training, the Librarians and Library Personnel conducted a Performance Review and SWOT Analysis. (see images below)
2022 Mid-Year In Service Training
The library had its 2022 Midyear In-Service Training for its Support Staff with a topic on “Virtual Reference Assistance” and Performance Review on August 25, 2022. The said activity was actively participated by its four (4) support staff and facilitated by its Head Librarian with the support of the Director of Library and Information Services.
12th Library Day
The library held its 12th Library Day with the theme, “Sustainability in the Delivery of Quality Library Services Amidst Crisis” on December 16-17, 2022 at Balay Cassia of Patagonia Silay, Patag, Silay City. In-Service Training for Staff and Student Assistants were conducted with the topic covered: Flexibility + Technology in the Delivery of Quality Library Services with Mr. Prince Fidel D. Flores, College Librarian I, as the resource speaker. Likewise, there was also team building activities for the staff and student assistants.
2022 Yearend In-Service Training
The Library and Information Services of the four (4) campus had its two-day In-Service Training for its Library Personnel with the theme: “SOAR High LibTeam” SOAR (Strength. Opportunities. Aspirations. Results) held on December 21-22, 2022 at Binalbagan Campus Library. The activity aims to acculturate the support staff of the green service philosophy, preserve and manage library collection, and play a part in community service learning.
Topics covered during the training are: Green Service Culture; Collection Preservation and Conservation; and Risk Assessment & Management. Resource Speakers are Ms. Ma. Salud Dioneo, Mr. Prince Fidel D. Flores, and Ms. Maricel Sanoria.
Staff Training on the Automated Library System
The library personnel had its training on the newly acquired Automated Library System on December 27-29, 2022.
LIBRARY PERSONNEL COMPENSATION, FRINGE BENEFITS, AS WELL AS OTHER PRIVILEGES, ARE GRANTED IN ACCORDANCE WITH EXISTING GOVERNMENT LAWS AND INSTITUTIONAL POLICIES
The university implements accurately and consistently the existing provisions on salaries and benefits of the library personnel, both permanent and non-permanent. The compensation and benefits are computed in accordance with applicable compensation laws or circulars. When an employee takes on the responsibilities of the position, he or she is entitled to compensation and benefits. The salaries or wages and benefits of non-permanent employees, including those covered by contract of services and job orders, are governed by the provisions of the contract agreements or applicable law and rules covering contract of services or job orders.
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Library personnel hired on contract of service received the following benefits:
Gratuity Pay
The Librarians are Qualified
The Fortune Campus Library and Information Services has two (2) licensed librarians. They are holding a permanent status.
Ms. Analyn P. Panhilason, the head librarian, is a graduate of Master of Science in Library Science and Bachelor of Secondary Education major in Library Science.
Mr. Prince Fidel D. Flores assigned as Online Services Librarian is a graduate of Bachelor of Library and Information Science and has earned 18 units in Master of Science in Library Science.
The other support staff are Bachelor’s Degree graduates and one (1) of them are currently enrolled with their Master in Business Administration.
The presence of qualified librarians in the institution is also one of the criteria for awarding all the programs of the College of Business Management and Accountancy a Certificate of Program Compliance (COPC). COPC is a recognition that the program offerings is fully compliant with CHED policies, standards, and guidelines. It is CHED’s quality assurance system that ensures enrolled in the program receive quality education.
Library Collection Development Policy
The Collection Development Policy is written to provide the librarian, library personnel-in-charge, faculty, and administration with guidance and directions in carrying out collection program activities in a cost-efficient and user-relevant manner. Such activities include selection, acquisition, and evaluation of library collections for weeding. In addition, this policy is intended for public to understand why certain materials are added to the library collection and why others are not.
Library Collection Development Plan
The 2019-2023 Collection Development Plan was proposed to guide librarians in the fair allocation of resources and help in deciding priorities. The plan defines the nature and scope of library collections, correct weaknesses and maintain strengths, and set standards for the inclusion and exclusion of resources. The plan primarily considers the students, library staff, and subject experts need. Likewise, it is grounded from the utilization statistics, implementation of selection policy, and the curricular and standard requirements.
Library Holdings
As of May 2023, the library has 6,847 titles and 13,499 volumes with 1,476 titles and 2,698 volumes published within the last five (5) years (2018-2022). The library collection supports the instruction, research and other programs of the school.
Below is the collection requirement from the CMO No. 22, S.2021
Non-print, Digital and Electronic Resources
The College Library has various Non-Print, Digital and electronic resources available that can be accessed onsite and online. These resources are great support and supplemental to the printed resources of the library. With the current trends in technology and the increasing demands for information of the academic community, the library ensures that electronic resources are available. Presently, the Library has subscriptions to Philippine E-journals, Proquest, and IGI Infosci Journals.
Audio Visual Materials
Online Databases
Online databases subscriptions and open educational resources are available.
E-RESOURCES SUBSCRIPTION
http://ftowne-library.chmsu.edu.ph/online-databases-subscription
CHMSU-FT Online Database Subscription
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The following are the subscription certificates to online databases from CY 2020 – 2024.
Integrated Library System
The library is now using the Follett Destiny Library Manager. It is completely web-based software, with all functions that include circulation, cataloging, searching, and reporting. Furthermore, the library has also its in-house system for Library Attendance that records the data of library users who enters the library by letting them scan the barcode of their library card.
The following are the features of the library system:
Catalog – facilitates in the storage of bibliographic information of library’s collection
Library Search – allows searching the availability of library materials in the library. It can do basic, power, visual, copy categories, number, barcode, brief records searches.
Circulation – facilitates checking in and checking out of library materials. It also facilitates renewal and holds of library materials that users borrow.
Reports – this feature generates reports needed by the library such as barcode lists, bibliography, call number reports, shelf list, title and copy list, weeding log, wish lists, checked in materials, current checkouts/fines, holds and hold notices, InterLibrary Loans. It can also generate inventory report. Furthermore, it generates statistics.
Admin – this feature allows to manage patrons, update patrons, import and export patrons, set up library policies, access levels, calendar / hours, site configuration, and allows inventory.
Provisions for the Preservation, General Care and Upkeep of Library Resources
The library collection and services support the mission and vision of the institution, goals of academic unit and objectives of the program.
Library collection supports the VMGO of the institution and the program under survey. The librarians coordinate with the faculty regarding the acquisition of resources to be acquired aligned to their curriculum offerings. The faculty participates in the selection of the resources like books, periodicals and e-resources. During book exhibit, the faculty selects, evaluates and recommends the books in their respective subject expertise. Selection of periodicals is done through price list. Likewise, the dean and program chairs select, evaluate and recommend the periodicals in their respective program.
Library Collection in Support of the Vision-Mission of the Institution
Library Collection for Bachelor of Science in Information Systems
Library Services
Library Services by the Numbers
The library provides sufficient research books and materials to supplement the clients’ curricular needs.
The library acquires sufficient research books and materials to supplement the curricular needs of the institution. These materials include research books, undergraduate and graduate theses, refereed journals from other institutions through exchange of publications. The library has also various collection of professional journals, magazines, and online databases subscription (please refer to Non-print, Digital and Electronic Resources section of this webpage).
List of Subscribed Online Databases
Open Educational Resources
https://ftowne-library.chmsu.edu.ph/open-educational-resources
The library maintains an extensive (15% of the total) Filipiniana collection.
The table shows that the library complies with the minimum required percentage.
Total number of book collection by title= 6,847
15% of the total book collection by title= (6,847 x 15% = 1,027)
As of May 2023, 1,095 (16%) of book collection by title are Filipiniana collection.
Total number of book collection by volume= 13,499
15% of the total book collection by volume= (13,499 x 15% = 2,025)
As of May 2023, 2,737 (20%) of book collection by volume are Filipiniana collection.
The library provides 3-5 book/journal titles for professional subjects in the major fields of specialization.
BSIS List of Professional Journals
The professional books, journals and electronic resources for the program are sufficient.
Library collection as references reflected in Course Syllabi and satisfaction survey on the library collection as well as the AACCUP Technical Review and Board Action report and issuance of Certificate of Program Compliance is a manifestation that library collection are sufficient.
The library has information services pertinent to the institution’s requirements
The library has a total floor area of 665.3 sq. m. and can accommodate 13% of the total onsite users. It is open from Monday-Friday at 8:00 AM to 6:00 PM and Saturday at 8:00 AM to 5:00 PM with no noon breaks for onsite users and 24/7 for virtual access of its digital collection. It also offers various services to support the teaching, research, and extension program such as reference and information services, library instruction, ILL, document delivery, selective dissemination of information, and remote access to electronic resources.
Furthermore, during the pandemic, various innovations have been implemented to support the institution’s Adaptive and Flexible Learning Experience (AFLEx) initiative. This includes Virtual Reference Assistance, scanning or digitization, Online Library Instruction on electronic databases for students and faculty, Subject Bibliography for faculty, Book/Non-Book Recommendation, and Circulation Services through book pick-up and drop off and the “book padala” through recognized courier.
On-site Services
Selective Dissemination of Information
The library carries out selective dissemination of information in which new acquisitions, accomplishment, utilization, and other library activities are widely publicized through display, newsletter, and posting on bulletin boards.
Reference and Information Services
This type of service is given to any library user on how and where to locate his/her information needs. It includes the issuance of written referrals to other institutions.
Internet and Computer-Aided Research
These services aim to provide access to information through online sources. The library provided PC’s and wireless network (WiFi) for online research. Also, computers for e-resources are also available for use.
Circulation
This function involves the charging and discharging of library materials. This is where transactions for borrowing, returning, overdue fines, and library card (application, replacement, and validation) are processed and considered as a place for information dissemination of the library.
Digitization
This service is an avenue for digitizing print materials such as books, magazines, newspapers, handwritten or typed original manuscript, letters, notes, or other documents, subject to copyright law.
Photocopy
This service aims to provide convenient and accessible means of reproducing information to customers.
Online Services
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Functional and Interactive Library Webpage
The CHMSU-FT Library Web Portal can be accessed in https://ftowne-library.chmsu.edu.ph. The webpage was developed and became functional in 2012, it is a communication tool where news, accomplishment, policies among others are disseminated connecting library to its users. Tied to the four-fold function of the academic institution: instruction, research, extension, and production, the library website support research through providing access to sophisticated research tools and full text databases. It also supports academic community through public access of its online resources, academic commons, and services. It also provides link to the library’s subscription to online databases.
The library also utilizes the Facebook Page, being a popular social media platform to keep clients updated and actively involved in the different online activities of the library. It can be accessed in https://www.facebook.com/CHMSUFTLibrary. It has more than 3,000 followers. Likewise, clients may contact the library through our virtual assistant in Messenger, “OLLA” – Online Learning Library Assistant for easier transactions.
Library Updates and Programs Posted in Facebook Page
Click the images below to see their detailed information
The library is now using the Follett Destiny Library Manager. It is completely web-based software, with all functions that include circulation, cataloging, searching, and reporting. Furthermore, the library has also its in-house system for Library Attendance that records the data of library users who enters the library by letting them scan the barcode of their library card.
Online Public Access Catalog (OPAC) is provided for library users. It makes locating and retrieval of library materials more accessible and faster. Through OPAC, the Library users will know whether the library has a collection of the needed book or if it is available. The search results allow sorting by Call Number, Title, Author, Date, Type, Status, and Relevance. The library has computer units for OPAC, located near the Reserve Counter, and another unit in the Circulation Section that allows library users to check the availability of the books they are looking for. The new OPAC in our library system is now accessible online; students can search our OPAC using their mobile phones, tablet, laptop, and computer through the link provided, searching our OPAC anywhere, anytime, as long as they have internet access.
The Follett Destiny Library Manager includes Circulation Transaction. This transaction facilitates checking out and checking in of library materials. It also allows renewal, holding or Inter-library loan, and automatic calculation of fines for overdue books. It makes Circulation transaction easier and time-saving. Book utilization report is also provided by the library system.
The Follett Destiny Library Manager System has module for Cataloging. It helps the library in storing the bibliographic information of library’s collection. It has easy editor and in MARC format. The Cataloging module allows cataloging of library materials. Through the stored data, the system can generate different reports needed by the library and it can be easily retrieved and print.
The library offers Internet and Computer-Aided Research to its library users. This service aims to provide access to information through online sources. The library has computer units that can be used for the internet searching at the library. It also has 20 tablets that library users can use in their research. Moreover, the library users can connect to the wireless network (WIFI) for their online research. These services answer the increasing information demands of library users. The Utilization Report of Internet and Computer-Aided Research Services shows that library users may find these services useful in completing their academic requirements. Furthermore, the library has its E-library now that caters the information and research needs of library users.
The library ensures that aside from its printed resources, it has online databases to support and meet the academic, research and information requirements of the academic community. Presently, the library has subscriptions to Proquest, IG Library, Philippine E-Journals, and IEEE Xplore. Promotional materials for the online databases is displayed in the e-library for library users’ awareness. The librarians also conduct Library User Education sessions on the access and utilization of e-resources and doing online research. Furthermore, online library instruction on the access to online databases subscriptions were conducted. The library also disseminates the availability of online databases through distribution of online databases username and password as well as published it in the library’s Facebook page. The online databases links are also available in the library’s web portal. Likewise, the library provides links of OER that can help in the research needs of its users
The library conducts inventory every summer of the academic year. To make inventory easier and time-saving for the librarians and staff, the Follett Destiny Library Manager supports the inventory program of the library. Inventory can be done by scanning the barcode of the books for inventory. Inventory report can be viewed and downloaded. The library also submits the inventory report to the Property Officer of the institution.
The Integrated Library System offers serial control. It has a module that allows the storage of data for journals and unbound serials. It can also generate reports for all the journals and unbound serials. The library also assigns Accession Number to all journals and magazines. It also implements barcoding system for all Periodicals Collection.
The library has a collection of CD-ROMS housed in the Multimedia Room that can be borrowed by students and faculty members to support their classroom activities. The computer units in the E-library has also CD-ROM drives. Moreover, the library system has CD-ROM module that supports the storage of collection’s data and allows to generate Collection Report for CD-ROM.
The CHMSU-Fortune Towne Campus Library observes the library hours as from 8:00 AM – 6:00 PM – Monday to Friday and 8:00 AM – 5:00 – Saturdays, with a weekly total of 59 hours. On the other hand, the library strengthened its online services such as providing 24/7 remote access to online database subscriptions, online virtual assistant named, OLLA (Online Learning Library Assistant), implementation of online document delivery, and provision of OER links in the library web portal.
The library keeps all members of the institution updated of the different collection, services, and activities through different tools and resources, such as bulletin board displays, TV Board, Web Portal, Facebook and e-mail to all faculty members. New Acquisitions were also displayed for library users’ awareness. Moreover, the library conducts User Education Sessions to promote the e-resources available. Library orientation is also conducted to inform the students of the different resources and services that they may avail. Various activities were also conducted to promote books in the library and to enhance the research skills of the students.
The library ensures that during library hours, the librarians and staff are available to assist and provide library services. From 8:00 AM to 6:00 PM during weekdays and 8:00 AM to 5:00 PM during Saturday, the librarians implements the shifting of schedule among staff and student assistants. Students Assistants are also available to assist and provide library services. To cater the research and information needs of library users, Online Services Librarian was assigned to take charge of all online services to ensure that all library clients will be accommodated.
The Library Services are Efficiently and Effectively Provided
To ensure that the library services are efficiently and effectively provided, various surveys for Customer Satisfaction on the library resources, services, facilities, and personnel were conducted.
Majority of the surveys attest on the efficiency and effectiveness of library services provided.
Statistical Data on the utilization of various resources and services
The library compiles the statistical data on the utilization of various resources and services and used to improve library collection and services. These statistical data are also included in the Annual Accomplishment Reports of the library.
CIRCULATION SERVICES
CY 2022
The data shows that Faculty is the top books borrower. Specifically, most users preferred to borrow the books for overnight use.
CIRCULATION SERVICES
CY 2021
The data shows that Faculty are the frequent borrowers of books. There is a drop in the Circulation Services due to the suspension of face to face classes wherein most of the students preferred to avail the online library services.
The library likewise received positive feedback from its customers, a strong manifestation that services are efficiently and effectively provided.
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The utilization of the library by the students and faculty is a manifestation that the library services are efficiently and effectively provided.
Use of the Library Before Pandemic
Use of the Library During Pandemic
The Library Users are Satisfied with Library Services
Aside from the customer satisfaction survey results, testimonies of the students and faculty members show how satisfied they are of the library services, resources, facilities, and personnel.
Please click the navigation buttons on the side of the images to see more testimonials,
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The library at Fortune Towne Campus, is strategically located at the 2nd floor of the ICT Building with a total floor area of six hundred sixty-five square meters (665 sq.m.) and a reading area of 420.16 square meters, hence, the seating capacity requiring a space of 1.5 sq. m. per student the library can accommodate 280 students or 13% of the total onsite users.
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The library has a total floor area of 665 sq. m. with 420.16 sq. m. reading area. Based on the standards required, each user should have 1.5 sq. m. Thus, the library can accommodate 280 users in one seating, which is above the minimum seating capacity requirement of 10%.
The library has a different collection that can support the academic and research needs of the library users. A comprehensive collection of printed resources is available, and online subscription to the various databases is made available onsite or online. This gives the library users different references that would suit their research needs and other academic needs.
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The library adheres to the required standard for furniture and fixtures. The different areas of the library are a combination of lounges, reading spaces, book collections, and periodical stands. It also has some unique features that make it attractive to students who want to have a comfortable stay in the library.
Seating Capacity
Enrollment Data 2nd semester 2021-2022
Library Furniture and Equipment
The following library furniture and equipment are available
Adjustable/Movable Shelves
Magazine Display Shelves
Newspaper Rack
Standard Table and Chairs
Carrels for Individual Study
Desks and Chairs for Staff
Bulletin Board and Display Cabinets
Bulletin board display and TV Board is available to inform library users of new acquisitions, new services, and updates to the library. Likewise, newly acquired books are displayed to allow library users to browse the new acquisitions.
Vertical File Cabinets
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The library is well-lighted. Forty watts fluorescent artificial lamp were utilize. In the Book stacks luminaries are oriented perpendicular to stacks in order to avoid direct light since it causes damage to paper materials. The lighting facilities were regularly inspected and maintained. The library has wide windows which allowed natural light in the individual study area and in the reading area. We also adhere to the university's mission, which is the greening community. That is why the library ensures all lights are energy efficient.
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The library is well lighted and well ventilated. This makes the library conducive to learning. It is improving its aesthetic by providing different learning areas. Students and teachers may enjoy the lounge area and sofas to allow a comfortable stay and meaningful learning experiences.
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Security cameras are installed in strategic places to ensure that the library resources are secured and monitored. The library has also separate entrance and exit doors. The entrance door is managed by a library staff who will make sure that all users have properly logged in their names and check what they can bring inside the library. Bags and other things should be deposited in the baggage area outside the library.
The institution has a regular and realistic budget for the library. The fund source is the Fiduciary Fee (Library Fee) which is five hundred (500) pesos per student. It is augmented by the General Appropriation Act (GAA) through the Modified Disbursement System (MDS). With the implementation of RA 10687, the UniFAST Law, the CHED recompense the library fee every semester.
Every year, the Finance Management and Accounting Division allocates an amount for each Unit, including the library, before the end-users craft an Annual Procurement Plan and its corresponding Project Management Procurement Plan. Based on the undergraduate population, the average budget from the fiduciary fund in a year is two million five hundred pesos (2,500,000.00).
The annual financial work plan or budget allocation for the last five years shows that it is increasing. The figure implies the vibrant support of the administration to improve the library's collection, infrastructure, and set-up.
In coordination with the finance and accounting division, the Head Librarian prepares and manages the annual library budget. Librarians and library staff participate in the budget preparation by identifying and recommending library resources based on the actual needs and services provided by the library.
An annual procurement plan is prepared in consultation with the library staff. Library needs are provided through purchase requests and with the administration's approval. Library fees and funds allocated for the library are utilized for library enhancement, salaries of job-order and library aides, acquisition of facilities, equipment, furniture and fixtures, collection development, and services improvements.
All fees and funds allocated for library resources and services are utilized solely for such purposes and are properly audited. The procurement schedule through an annual procurement plan guides the head librarian on what and when to request the materials or equipment.
Based on the 2020 expenditures, the record shows a considerable increase in library expenditures, 81% in 2021 and 45% in 2022, respectively. It implies that the institution is investing in the learning resources and making the library a physical space with robust connectivity, an up-to-date and adequate collection, and well-maintained and modernized equipment and furnishings.
In line with the policy of transparency and accountability, CHMSU empowers each fund manager to spend the allocated budget; it enables the office/unit to have a better and more satisfying operation.
Because of the financial support from fiduciary fees, GAA, and other external funds, the library collection, IT equipment, and facilities were prioritized. The establishment of Learning Common Area, Discussion Rooms, Graduate School Library, E-Library, and Student Lounges; the repainting of walls and ceiling; the installation of CCTV, Internet leased line; as well as, the installation of ceiling fans in the student lounge were some of the innovative projects that streamlined the physical set-up and environment.
Also, with adequate budget, there is enough support staff to facilitate the delivery of services.
As a result, the library improves its status in terms of programs, resources, and services. It become more responsive to the requirements of online teaching and flexible learning modalities.
Libraries like any organizations cannot stand alone; they need the support of other institutions, agencies and/or individuals to attain their objectives. The library of CHMSU Fortune Towne Campus has an active and well-established connection with 19 government agencies/institutions, 39 local and international public and non-government/private agencies, 64 Higher Educational Institutions, and 13 individuals.
The library ensures that aside from its printed resources, it has other learning resources to support and meet the academic, research and information requirements of the academic community. The other learning resources include STARBOOKS, Philippine E-Journals, ProQuest, IEEE Xplore, and IG Library for ebooks. The library likewise provide links of Open Educational Resources and Reference Tools through its web portal.
E-RESOURCES SUBSCRIPTION
http://ftowne-library.chmsu.edu.ph/online-databases-subscription
Online Database Subscription Certificates
Online Databases Usage Report
The library disseminates the availability of the subscribed online databases to its users to maximize its use.
The librarians conduct library instruction on the access to online databases subscription.
Conduct of Library Instruction on the Access to Online Databases Subscription
Computer Units for Online Resources
Overview
Carlos Hilado Memorial State University Library and Information Services developed its own five-year Strategic Plan for 2023-2027. It serves as a roadmap of the library employees in making choices that have the best impact on CHMSU community, students, and users. This strategic plan was an output of the two-day Performance Review and Strategic Planning Workshop held in July 2022 and participated by 11 librarians from four campus Library and Information Services (ULIS) and the Director of the Planning, Monitoring and Evaluation of the University. During the workshop, previous long-term plan accomplishments, SWOT analysis, scenario planning, peer comparison, organizational level success indicators, and the regulatory and external bodies’ requirements were the input measures.
The plan will focus on five dimensions: smart services, smart resources, smart people, smart place, and smart governance as it geared on transforming the ULIS into a smart and green library where services are guided with green philosophy, resources are responsive, and with learning spaces and environment that are welcoming, accessible, and inclusive.
The Strategic Planning Process
Library Strategic Plan 2023-2027
This strategic plan was an output of the two-day Performance Review and Strategic Planning Workshop held in July 2022 and participated by 11 librarians from four campus Library and Information Services (ULIS) and the Director of the Planning, Monitoring and Evaluation of the University. During the workshop, previous long-term plan accomplishments, SWOT analysis, scenario planning, peer comparison, organizational level success indicators, and the regulatory and external bodies’ requirements were the input measures.
The Planning Steering Committee headed by the director and head librarians of the external campuses as members was then formed to review, consolidate, and present the crafted plan to the stakeholders. During the review process, the Committee organized the major concerns of the Unit, developed an objectives and aligned it correspondingly to CHMSU Breakthrough Goals and Strategic Priorities. Then, each objectives include a list of programs, projects, or activities that indicate how the libraries will concentrate its efforts over the term of the plan.
The plan was presented to the Institutional Library Advisory Committee, which is chaired by the VPAA, members are the Deans of the Colleges and the President of the Supreme Student Government. Suggestions and recommendations of the body was incorporated into this final version.
Notedly, this Strategic Plan is intended to be a living document and objectives are intended to be evidence-based. New objectives may be added in order to respond to strategic changes that may occur on campus or in the library community. Annually, the Unit will be crafting the Quality Objectives and Action Plan to describe in greater detail the specific projects and activities of the plan. The performance indicators will then be verified, and completion of targets will be monitored through the Quality Objective Monitoring tool.
Action Plan
The Annual Action Plan of the library is anchored on the Library Strategic Plan 2020-2024.
Accomplishment Report
The Annual Accomplishment Report of the library summarized the past year in terms of its objectives, strategies, and accomplishments. It also highlights the utilization statistical reports and other achievements of the unit.
Performance Review and Action Planning
The library conducts performance review annually to assess as to how the unit performs for the past year and to review its accomplishment based on the target set in its action plan. Likewise, action planning is done based on the five (5) year strategic plan of the library.
2020 Performance Review and 2021 Action Planning
The library had its Performance Review for CY 2020 and 2021 Action Planning on January 7, 2021 in the library.
2021 Performance Review and 2022 Action Planning
The library had its Performance Review for CY 2021 and 2022 Action Planning on January 18, 2022 in the library with the presence of the Director of Library and Information Services, Dr. Ruvy M. Tuble.
2022 Performance Review and 2023 Action Planning
The library has its Performance Review for CY 2022 and 2023 Action Planning on December 17, 2022 at Balay Cassia of Patagonia, Brgy. Patag. Silay City with library personnel, student assistants, and the Director of University Library and Information Services, Dr. Ruvy M. Tuble.
Awards of Distinction and Achievements
BSP Outstanding Regional Partner
Green Office Award
Best Practices
Administration Best Practices
Staff/Personnel Best Practices
Collection Best Practices
Services and Utilization Best Practices
Physical Setup and Facilities Best Practices
Financial Support Practices
Linkages Best Practices
Promotional Activities
Recognition of Top Library Users
Top Library Users: Students' Messages
Top Library Users: Faculty Messages