Republic Act No. 11336, enacted on April 26, 2019, validated by the Commission on Higher Education, and confirmed on May 12, 2022, by the Board of Regents marks a significant milestone in the history of Carlos Hilado Memorial State College as it is converted into a State University. This conversion has necessitated changes in the organizational structure of the institution. 

The approval of the University-wide Organizational Structure of Carlos Hilado Memorial State University by the Board of Regents through Resolution No. 13 s2023 carries immense importance for the institution. It represents a strategic step towards aligning the university's structure with its new status as a State University. This alignment ensures that the organizational framework supports the university's expanded mission, vision, and goals. 

The University-wide Library and Information Services organizational chart is based on the institutional organizational structure. Under the leadership and supervision of the University President, the Vice President for Academic Affairs, and the Assistant Vice President for Academic Affairs, the Director of Library and Information Services supervise and monitor the operation of the four (4) campus libraries. Licensed Librarians are then assigned per campus to oversee their respective libraries. Support personnel and student assistants assist the Librarians in providing library services to patrons. In addition, an Institutional Library Advisory Committee provides non-binding but informed suggestions for the library's continuous improvement. The body also analyzes the rules and regulations of the university library, as well as policies, and makes recommendations to the administrative council for approval by the Board of Regents (BOR). Furthermore, internal and external linkages are expected to generate opportunities for library development. These two entities have some effect over the operation illustrated by broken lines. 

Correspondingly, the Organizational Structure of Talisay Campus Library and Information Services is anchored on the Organizational Structure of the CHMSU System and the Institutional Library and Information Services division.  

The management of the Library and Information Services (LIS) Unit is overseen by the Director of Library Services, who operates within the academic unit led by the Assistant Vice President for Academic Affairs and the Vice President for Academic Affairs. 

In addition to the institutional library committee, each college has a local library advisory committee that provides guidance and advice to the librarians, particularly regarding collection development. The local library advisory committee is chaired by the deans of the respective undergraduate colleges, namely the College of Education, College of Industrial Technology, College of Arts and Sciences, and College of Engineering. Meanwhile, the Director for Advanced Education Program chairs the committee overseeing the graduate studies programs. The librarians assigned to each college serve as the secretaries of their respective advisory bodies.

Currently, the library operational manual is in the process of its third revision. The diligent Review Committee oversees the revision process to ensure the inclusion of crucial elements tantamount to effective library management. These aspects encompass alignment with the library's vision and mission, clearly defined staff responsibilities, guidelines for online services and system usage, strategies for preservation and conservation, a comprehensive disaster preparedness policy, and robust information security measures. By encompassing comprehensive guidelines in these areas, the revised manual will serve as an invaluable reference document for library personnel and users alike, fostering consistent and streamlined operations that uphold the library's mission and values.

Qualification of a Head Librarian

The Library is managed, administered, and supervised by Ruvy M. Tuble, Ph.D. She is a graduate of Bachelor of Secondary Education major in Library Science from West Visayas State University and Master of Library and Information Science from Central Philippine University. She also holds a doctorate in philosophy, majoring in development management. She is a licensed librarian and teacher. She has been working as a librarian for 27 years. She was hired as School Librarian in St. Joseph School, Guimaras, from April 1995-December 1997 and at this institution as College Librarian 1 from February 1998 – May 2017. On June 1, 2017, her application for academic status was approved. Presently, she holds the academic rank of Associate Professor V and is designated Director of Library Services (SO No.149, Series of 2021).

 Furthermore, her leadership, managerial, and administrative skills, as well as her expertise in the field of Library and information science, were enriched by her continuous attendance of various trainings and seminars, membership in professional organizations, and online specialization courses such as the Coursera Program of the DOST and the UPSLIS Research Bootcamp. Likewise, she was able to impart her proficiency in the field as a practitioner librarian, teacher, AACCUP accreditor, and ISO internal auditor; her leadership skills as an Administrative Officer (2013-2017), PPDM Coordinator – FT Campus (2018-2020), Greening Program Coordinator -FT Campus (2016-2021); and her professional and personal attributes to fulfill her other responsibilities like the Bids and Awards Committee Vice-Chair, NBC 461 8th Cycle QCE Chair, local professional association officer, and as a professional consultant in one of the school libraries in Bacolod City.

The programs and activities undertaken for the last three years exemplify the Library and Information Services pivotal role in enhancing the academic and research environment, catering to the evolving needs of users, and ensuring compliance with external accrediting bodies. These endeavors align with the library's vision, mission, goals, and policies, reinforcing its commitment to collection development, service dissemination, facility enhancement, and human resource building.

The unit's success is further strengthened by the best administrative practices and management approaches employed. The library advisory committee's active participation and regular meetings, engagement of librarians in academic and administrative activities, support from the management, user engagement, state-of-the-art facilities, consistent resource generation, well-trained staff, and continuous capacity building in information and communication technology exemplify the roots of these best practices.

As a result of sound management practices, the Library and Information Services has made significant contributions towards achieving remarkable milestones, including the 100% Certificate of Program Compliance by the Commission on Higher Education (CHED), accredited status by the Accrediting Agency of Chartered Colleges and Universities in the Philippines (AACCUP), ISO 9001:2015 Quality Management System (QMS) certification and recertification by the Certification International Philippines (CIP), and the university status of our institution.

These achievements validate the dedication and commitment of the Library and Information Services to provide exemplary services and facilities to support the institution's academic and research pursuits. By continually upholding these best practices, the Library and Information Services will undoubtedly contribute to our institution's continued growth and success in the present and future operations.

Accomplishment Report and User's Feedback

Evidences of Compliance with External Accrediting Bodies' Requirement

Overall, the library has adequate qualified personnel to render quality face-to-face and online services. The head librarian is assisted by three licensed librarians who do professional library work. They are hired with plantilla items: CHMSC-CL3-1-1994, CHMSCB-APRO5-15-2022, CHMSCB-INST1-28-2012; and CHMSCB-AP1-29-2011, respectively. Moreover, eight (8) support staff or para-professionals with Job Order status are available to assist in the operation and delivery of quality library services. The student assistantship, internship, and DOLE Summer Job Programs enhance the support workforce. They help users with their research needs and library personnel with clerical work. They also keep the library neat and organized. Gratifyingly, with the top management’s full support, the library hired fourteen (14) encoders to transfer the bibliographic data of books to the new library automation system last July to August 2022.

Professional Librarians

Para- professionals

SOAR (Strengths. Opportunities. Aspirations. Results) High LibTeam: In-service Training for Library Personnel

Attendance to Training and Seminars

The librarian's and support staff's attendance at various training, conferences, seminars, workshops, and the like made them adept at the trends. It capacitated them to perform their duties and responsibilities competently. The free and fee-based opportunities for this professional development are made possible through professional organizations and associations locally and abroad as well as government and non-government agencies.  

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 following applicable compensation laws or circulars.  When an employee takes on the position's responsibilities, he or she is entitled to compensation and benefits.  The salaries or wages and benefits of non-permanent employees, including those covered by the contract of services and job orders, are governed by the provisions of the contract agreements or applicable laws and rules covering the contract of services or job orders. 

Certification on the compensation and benefits received by Ms. Tuble other librarians.

Certification showing that the Job Order hires under the Library Services unit received Gratuity Pay.  

The presence of an adequately staffed and competent personnel team, backed by regulated compensation and benefits, has a profound and far-reaching impact on library operations and services. By prioritizing these factors, libraries can cultivate an environment that fosters excellence and ensures outstanding services to their users. 

A competent personnel team enhances user experience through prompt assistance, accurate information, and personalized service. Effective information management is achieved through their expertise in organizing, cataloging, and classifying resources, enabling efficient information retrieval and improved library organization. Regulated compensation and benefits uphold compliance with statutory and regulatory requirements, creating a positive work environment that promotes job satisfaction and a sense of security among personnel. Moreover, investing in professional growth and development programs enables personnel to expand their skills and knowledge, leading to continuous improvement in service delivery. Technological proficiency and high-quality service provision are facilitated by competent staff who stay updated with emerging technologies and integrate them effectively into library operations. 

This results in a seamless user experience and meets the evolving needs of library users. Furthermore, a satisfied and competent personnel team promotes high employee retention, ensuring the preservation of institutional knowledge and increased operational efficiency. Internal and external recognition further validates their expertise and dedication.

A. Print Resources

The Library provides three journal titles for professional subjects in the major fields of specialization.

The library maintains its subscription to professional journals, magazines, and newspapers. A total of 80 professional journals and 23 magazines titles are available for research on a particular topic.  The library also has an active subscription to fifty-nine (59) titles of professional journals, four (4) titles of magazines, and four (4) titles of newspapers (3 national; 1 local).    Again, the data shows that the library is beyond the minimum requirements of CHED CMO No. 22, S2021, Section 4.b.7, stipulating that the library shall provide a periodical collection composed of local and foreign titles. The minimum periodical titles shall be at least fifty (50), in a combination of print and electronic formats.

B. Non Print Resources

The library collects non-print materials such as slides, CDs/DVDs, maps, globes, charts, and audio recordings. Special handling and storage considerations for each type of material since they differ from format to format, sizes and shapes. Currently, the library has 30 maps, 2 globes, 111 CDs, and 2 Flip Charts.

Preservation, Care, and Upkeep of the Library Resources

Weeding Out of Library Collection

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 a price list. Likewise, the dean and program chairs select, evaluate and recommend the periodicals in their respective program. 

The core collection of the library (13,383 titles; 19188 volumes) exceeds the minimum requirement of CHED (5,000 titles) and AACCUP (10,000 titles). With the active involvement of the faculty in book selection, relevance, depth, and quality are assured. The collection mapping and projection prepared by the Technical In-charge and Acquisition Librarian are a dispensable tool for cost-effective collection development as it not only leads to the acquisition of relevant titles but also in convenient formats and numbers. The technique ensures that the continuity and balance of the collection is maintained. 

As to professional collection, the library provides five (5) relevant book titles for each major field. To augment the library holdings, particularly on courses lacking the minimum requirement, online subscriptions to journals and e-books are utilized. The institution subscribes to ProQuest, Philippine Electronic Journals (PEJ), IGI Global Infosci Journals, and IG Library. Likewise, the Science Direct database and open educational resources like DOAJ, Google, Semantic Scholar, and others help and complement the printed collections. Link to these online databases and OERs are posted on the library's website for easy access. 

The practice leads to user satisfaction combined with a higher circulation record. Circulation Services and the Attendance Monitoring System report a good number of utilizations. The library's data is true to its mission to provide its academic community with a balanced collection of materials and resources necessary to meet programs' current and future needs and users' informational, instructional, and personal requirements. Likewise, the issuance of COPC to all our offered programs and the award of university status just recently are manifestations that the external regulatory body, through their Regional and National Quality Assurance Teams (RQAT and NQAT), finds the library's core collection and professional subjects' holdings sufficient to support the research and teaching mission of the institution.

Effective collection development and management practices can lead to a wide range of positive outcomes for libraries and their users. A curriculum-responsive collection ensures that the library's resources align with the needs of the academic programs or research areas, enhancing the educational experience and supporting the curriculum. Obtaining a Certificate of Program Compliance (COPC) signifies that the library meets established standards, demonstrating a commitment to excellence in collection development. A high AACCUP Level 2 survey rating acknowledges the library's adherence to quality standards and best practices. Positive customer feedback reflects user satisfaction and indicates that the collection meets their needs. The active participation of faculty in book selection signifies their recognition of the library's value and strengthens collaboration between the academic and library staff. Books cited as references in syllabi validate the relevance and academic standing of the library's resources. Lastly, the high utilization of available resources indicates that the collection is well-utilized, meeting the information needs of a wide range of users. By incorporating these best practices and achieving these outcomes, libraries can build vibrant collections that serve as invaluable resources for their communities. 

Automated Library System

CHMSU Talisay Campus Library and Information Services website serves as a dynamic and comprehensive virtual learning hub for the university community, offering a centralized platform that grants 24/7 access to a wide range of electronic resources. In addition to facilitating easy navigation to these resources, the website prominently displays essential information about the library's services. This commitment to providing an exceptional online experience ensures that clients, whether on or off-campus, can access high-quality resources and services.

Aligned with the four-fold function of the academic institution—instruction, research, extension, and good governance—the library website plays a crucial role in supporting research activities. It provides seamless access to sophisticated research tools and full-text databases, empowering researchers with the necessary resources to conduct in-depth investigations. By offering a wealth of online resources, the website contributes to the research culture within the academic community.

Furthermore, the library website extends its support beyond the academic community by providing public access to its online resources and innovative services. This inclusive approach promotes engagement and collaboration with a wider audience, fostering knowledge dissemination and promoting lifelong learning.

To enhance the breadth and depth of available resources, the library website includes links to subscriptions such as Philippine E-Journals, ProQuest, IEEE, and IG Publishing. These connections broaden the range of academic content accessible to users, enriching research opportunities and expanding scholarly horizons.

Additionally, the library website recognizes the importance of Open Educational Resources (OERs) and provides direct links to these valuable educational materials. By incorporating OERs, the website promotes affordability, accessibility, and open sharing of knowledge, benefiting students, educators, and lifelong learners alike.

Library Updates and Programs Posted in Facebook Page 

The Library Users are Satisfied with Library Services

A library that prioritizes maximum resource utilization can yield numerous positive outcomes. By embracing a green service culture, CHMSU library showcases its dedication to sustainability. This involves implementing eco-friendly practices such as energy conservation, recycling initiatives, and promoting digital resources over print materials whenever feasible. Through a continuous feedback loop and proactive response to user needs, the library can foster a positive user experience. This ongoing process of improvement enhances services, resources, and facilities, resulting in high user satisfaction ratings. Satisfied users are more likely to engage with the library, utilize its resources, and recommend its services to others. An effective state-run academic library also plays a pivotal role in promoting information literacy skills among students. By offering training sessions, workshops, and online tutorials, the library empowers students to navigate and critically evaluate information sources. This cultivates their ability to conduct independent research, positioning them for academic and professional success. 

To ensure dynamic and interactive information dissemination, the library embraces emerging technologies and digital platforms. It leverages diverse communication channels such as social media, webinars, and interactive displays to engage users and effectively disseminate information. This fosters a vibrant and interactive learning environment within the library. By adhering to the requirements of the Citizen Charter, the library ensures transparent and efficient transactions with users. Clear policies and procedures, timely and accurate information, and a commitment to fairness and accountability cultivate trust and reliability among users. This reinforces their positive perception of the library. 

Lastly, as the library offers responsive onsite and online services, it caters to the diverse needs of its users. By providing both physical and virtual access to resources and services, the library accommodates various learning preferences and user circumstances. Leveraging modern technologies facilitates remote access, online reference services, and virtual collaboration, ensuring users can engage with the library regardless of their location or situation.

The Physical Facilities, equipment, and IT infrastructure surpass the basic requirements in terms of space and location, creating an environment that is highly conducive to research and study. The outcomes speak for themselves: the library consistently provides a safe, inclusive, and vibrant student experience, boasting clean, inviting, and adequately spacious areas. Moreover, the library ensures suitable environmental conditions for users, personnel, and collections, maintaining well-equipped and well-maintained equipment and furnishings. The presence of appropriate and comfortable furniture, coupled with a robust internet connection and reliable wifi, enhances the overall user experience. Additionally, the library's adequate IT infrastructure and software further contribute to its reputation as a forward-thinking institution. With its unwavering commitment to development, the library stands firmly on a mission to foster growth and knowledge acquisition.

The institution has a regular and realistic budget for the library. 

All fees and funds allocated for library resources and services are utilized solely for such purposes. 

All fees and funds allocated for library resources and services are utilized solely for such purposes and are proper audited. With annual procurement plan, the director is guided of the schedule of procurement. 

The above record shows that there is huge increase on the library expenditures in 2020 (143%) and 2021 (182%), respectively. This implies that the institution is investing on the learning resources and in making the library a physical space with robust connectivity and up-to-date, adequate, well-maintained equipment and furnishings.

The institution has a regular and realistic budget for the library. The source of fund is from 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 crafted an Annual Procurement Plan and its corresponding Project Management Procurement Plan.  Based on the undergraduate population, the average budget from fiduciary fund in a year is six million (6,000,000.00) pesos.

The financial support from fiduciary, supplemental and external funds is adequate.

The institution's strong financial support for the library has resulted in several positive outcomes. It enables us to sustain the Certificate of Program Compliance (COPC) by ensuring program quality, supporting faculty and staff, providing student support services, maintaining up-to-date curriculum and resources, fostering research and innovation, facilitating program expansion and enhancement, and enabling effective marketing and recruitment efforts. Also, it enables students to access a wide range of learning materials, which enhances their academic performance and fosters a culture of continuous learning. It can invest in modern technologies, robust connectivity, and well-maintained equipment and furnishings, creating a conducive environment for studying and research. Furthermore, this support enables the library to maintain a competent and dedicated team of personnel who can effectively meet the needs of the students and faculty.

Libraries, like any organization, cannot stand alone; they need the support of other institutions, agencies and/or individuals to attain their objectives. To expand on opportunities to meet the growing demands for wider and better services and access to resources, the Library and Information Services of CHMSU maintains and expands further on its linkages locally and internationally for support and/or reciprocal benefits. 

Locally, the Library and Information Services of CHMSU establish and maintain activities and engagement through formal and informal agreements with Higher Educational Institutions (HEIs) and government and non-government organizations. Prevalent activities include sharing resources through inter-library loans and exchanging publications; tapping of professional service through speakership and peer mentoring/coaching; partnership with publishers/vendors/jobbers;  and service volunteerism with the local association, civic community, adopted schools and the like. 

Among the notable collaborative activities initiated by the librarians of CHMSU is the establishment of Negros Island State Universities and Colleges Library Network (NISUCLIBNET) and CHMSU Links with Local Universities and Colleges (LUC) in the province of Negros Occidental. Moreover, the librarians of CHMSU were contributory to the development of knowledge, libraries, and services in the LIS profession in the area. Their research studies are a baseline for developing academic, public, and school libraries. 

Likewise, their professional expertise extends through their active involvement as officers and members of the local professional associations and in implementing their “Adopt a School Library” program.

The linkages of CHMSU library have far-reaching outcomes contributing to professional development, expanding opportunities, fostering collaborative engagement, increasing collections, attracting support and investment, and strategically communicating the library's value. These outcomes collectively enhance the library's operations and services, ensuring its role as a dynamic and effective information hub for the academic community it serves. Through linkages, the library's staff can access professional training and stay updated with best practices, while collaborative activities and partnerships open doors to broader opportunities and interdisciplinary collaboration. Acquiring additional resources through linkages enriches the library's collection, offering a diverse range of materials to users. Successful linkages demonstrate the library's value, attracting support and investment from stakeholders. Additionally, strategic communication of the library's impact reinforces its significance as a vital resource center, ultimately enhancing its overall effectiveness and ensuring its continued service to the academic community. 

Other Learning Resources are the special and unique resources of the library such as special collections and Other Electronic Resources that will furthermore support the teaching and learning process of the CHMSuans.

Buglas Collection. Materials include books, films, travel guides and other valuable materials on the subject of Negros Island, likewise, materials written and created by Negrosanons. These serve as major references on the study of Negros’ history, culture, tradition, and unique identity.

Presently, these collections can be accessed in the Filipiniana Section and will be transferred to the 3rd floor upon completion of its enhancement.

GAD Collection. These are specialized information resources like books and multimedia materials focused on gender and development, thus, positively promoting gender equality and addressing issues of gender biases and stereotyping.

In addition, this collection is supported by the Gender and Development Office by augmenting the library budget in purchasing these materials.

CHMSUana Collection. Rare and unique collections that are purely produced by a bonafide faculty, support staff, or students of the institution. It mainly consists of school organ,s yearbooks, newsletter, research journals, coffee table books, annual reports, etc. It is housed in the Periodical Section.

Government Publications. The library collects government publications like reports, video recordings, newsletters and journals. These are donated by various agencies for information dissemination and current event updates.  Furthermore, this is in support for the Freedom of Information advocacy of the Philippines.

Academic Research Journals. These are refereed research journals of other higher learning institutions that are sent through donations or exchange. These references are very helpful to our faculty members and students as they could use the studies as a related literature along the field they are into. 

Open Source Databases 

Elsevier Database Access (NCRP & DOST Grant) -  An electronic journal database Science Direct under Elsevier has been provided by NCRP and DOST to CHMSU library for onsite and remote use of students.

Open Educational Resources (OERs) and Open Access Resources - These are the different free online resources that are well identified by the library as reliable and efficient resources of information.  Links are provided in the official web page of the library for easy access.

-Links are available on Library’s Webpage -

CHMSU Library is vital to its user's educational experience and success. With its diverse and quality collection of other learning resources (Buglas, CHMSUana, GAD), research software, open-source databases, and OERs, the library is a valuable hub for research, knowledge acquisition, and academic growth. By providing comprehensive resources and supporting various aspects of learning, the CHMSU Library empowers its users to excel academically and prepares them for future endeavors, ultimately contributing to their personal and professional development. Thus,  as outcomes, the library enhances research capabilities, expands knowledge, improves academic performance, supports diverse learning styles, prepares for professional careers, fosters intellectual engagement and critical thinking, and promotes lifelong learning. These outcomes collectively contribute to the holistic educational experience and success of CHMSU library users, empowering them to thrive in their academic pursuits and beyond. 

A well-executed library development program that incorporates best practices and embraces the core plan of transforming the library into a smart library can yield transformative outcomes. The smart library becomes a dynamic hub of knowledge and innovation by leveraging the identified outcomes of user satisfaction, improved academic support, collaborative partnerships, technological advancements, engaged academic community, evidence-based decision-making, and continuous improvement. 

By integrating cutting-edge technologies, such as artificial intelligence, data analytics, and the Internet of Things, the smart library offers personalized and intuitive services, seamless access to a vast array of digital resources, and immersive learning experiences. This digital transformation enhances user engagement, expands the library's reach beyond physical boundaries, and fosters a culture of digital literacy and innovation. 

Furthermore, the smart library's data-driven approach enables informed decision-making, empowers users with actionable insights, and facilitates the development of tailored services and collections. By embracing a comprehensive library development program and embracing the vision of a smart library, CHMSU Library and Information Services can position itself at the forefront of the digital age, empowering its community with knowledge, connectivity, and opportunities for growth.