MLS 601 – COLLECTION MANAGEMENT RODELL A.

PAPA
WRITTEN REPORT

OLOPSC HIGH SCHOOL LEARNING RESOURCE CENTER

COLLECTION DEVEOPMENT POLICY

VISION

The OLOPSC LRC envisions co-existence with the school by helping and supporting it in
giving quality education, life-long learning, and academic excellence to its students, through its
different services.

MISSION

The OLOPSC LRC aims to provide quality library services by:

 providing access to information materials in a variety of formats

 providing instruction for information literacy
 stimulating interest in reading and in finding and using information and ideas
 working with teachers to develop educational strategies to meet informational needs of
students and to augment teaching and learning
 supporting the school’s curriculum and reading initiatives

VALUES

The following values are the LRC’s guide in carrying out quality services to the OLOPSC
community

CREDIBILITY – the LRC provides expertise in identifying and selecting appropriate and
credible collection of Informational materials
RELIABILITY – the LRC provides materials and equipment in a safe and a dependable
manner
FLEXIBILITY – the LRC consistently adapts to the fast changing needs of its clients
COMMITMENT – the LRC is committed to give its best in all activities and services they
engaged in.

GOALS

The OLOPSC LRC intends to:

1. Encourage the love of reading among their clients by providing materials of their
interests.
 2. Provide a well maintained and upgraded collection of Library materials.
3. Engage with the faculty in the development and evaluation of its library programs and
services.

COLLECTION DEVELOPMENT POLICY

The purpose of this policy statement is to provide guidelines for the planned
development of library resources. It is a collaboration between library personnel and faculty.
Results of such collaboration will assure excellent selection of library resources and careful use
of library funds.

LRC ANNUAL BUDGET AND FUNDS

A.1. SOURCES AND PURPOSE OF BOOK FUND

Book fund is taken from the Library fees collected from the students every year. Book
fund is used for purchase of books, serial subscription, non-print materials and other capital
expenditures of the library. The librarian keeps an up-to-date record of all the purchases made.

Periodical Budget
15% of the total book budget is allocated for periodical subscription.

Core Book Budget

85% of the total book budget is allocated for Filipiniana, General Circulation, General
Reference, Fiction, Non-Print Materials, Audiovisual Materials and binding.

Library Fines
The fund comes from the collection of overdue fines from library users (students, Faculty
and non-teaching personnel). Students with overdue accounts are charged P 2.00 a day
for every overdue book. Faculty members and non-teaching personnel with overdue
accounts are charged P 5.00 a day for every overdue book. Overdue fines are paid at
the LRC using the payment form issued by the Cashier’s Office.

SELECTION AND ACQUISITION

The selection and acquisition of library materials and equipment have always been one
of the major responsibilities of school librarians. Subject Area Coordinators (SACs) and faculty
members have increasingly been involved in the process of book selection. Faculty and
librarians need to work together as partners to make the selection of books for the LRC easier.

Selection and Acquisition of library materials is a continuous process that should never
stop. It aims to :

1. Realize the Collection Development Program of LRC.

2. Maintain an updated collection
 3. Support the implementation of school’s curriculum and other programs.

B.1. PROCEDURES IN SELECTING LIBRARY MATERIALS

B.1.1. PLANNING

1. The librarian coordinates with the HS Principal regarding the selection activity.
2. Selection of participants, scheduling of the activity and preparation of the letter follow.
3. The librarian coordinates with the book dealers regarding the visit.
4. A Recommendation letter shall be submitted to the office of the VPAA thru the Principal
for approval.

B.1.2. DURING THE VISIT

1. The SACs are toured to the showroom of the book dealers or to a book fair to browse
library materials.
2. The SACs are to come up with the possible recommended library materials in their
respective subject area.

B.1.3. AFTER THE VISIT

1. The selected library materials will be delivered by the book dealers.

2. The library personnel counter checked the title of the books from the delivery receipts.
3. The library personnel will encode all the titles of the library materials.
4. The library personnel will collate all the library materials. Collating is a physical
inspection of the material to make sure that there are no damages, torn pages, missing
and defective pages.
5. The library personnel will provide each material an acquisition slip.
6. Library materials will be checked with “Athena Software” for verification of the possible
titles that the library has. The library personnel will provide information of the materials
on the acquisition slip (e.g. price of the book, book dealer, copyright etc.).
7. The library personnel will organize all the materials per publisher and will categorize by
subject area.
8. Each Subject Area Coordinator (SAC) will determine the materials that will be
recommended for purchase.
9. Librarian will provide a list of all recommended library materials, which is signed by each
Subject Area Coordinator. All library materials that will not recommended by SAC will
also be listed (for pull-out).
10. The list of recommend library materials signed by SACs will be submitted to the Office of
the Principal together with the letter of request for purchase.
11. The principal will then forward the list of library materials to the Office of the VP for
Academic Affairs for approval.
B.1.4. UPON APPROVAL

1. Approved request from the VPAA will be returned to the librarian and who will secure
Sales Invoice from each book dealer.
2. Once the librarian has gathered all Sales Invoice from book dealers, the librarian will
accomplish “Request for Payment” form to be signed by the Department Head, which
will be forwarded to the office of the VPAA for signature and approval.
3. Approved request from the VPAA shall be submitted to the Accounting office for book
purchase.
4. Payment shall be made through a check prepared by the Accounting office.
5. Official receipts will be requested from the book dealers.
6. Purchased library materials shall be ready for processing by the librarians.

B.2. RESPONSIBLE PERSON FOR THE SELECTION AND ACQUISITION PROCESS

 Librarians and staff- They may also select library materials for different subjects because
of their direct contact with the library users.
 Faculty Members- Selections of library materials that pertain to a specific discipline is the
responsibility of Subject Area Coordinators (SAC). They carefully evaluate and select
titles of the books that are related to their field of specialization.
 Students and Non-Teaching Personnel- They may also recommend different titles of
book that they would want to include in the library collection through wish list form.
Librarian will verify the recommendations if the library’s collection has an existing title.

B.3. CRITERIA FOR THE SELECTION OF LIBRARY MATERIALS

B.3.1. BOOKS

Books selected for inclusion in the collection of the OLOPSC High school Learning
Resource Center shall satisfy the following:

1. Books shall be chosen to enrich and support the curriculum, the educational, emotional
and recreational needs of the users.

2. Books shall meet high standards of quality in:

 Physical format
 Treatment of subject
 Accuracy and currency of information
 Arrangement and organization
 Literary style

3. Books shall be appropriate for the subject area, the age, emotional development, ability
and creativity level, learning styles and social development of students.
 4. Books shall represent differing viewpoints of controversial issues so that users may be
motivated to engage in critical analysis of such issues, to explore their own beliefs,
attitudes, and behavior and to make intelligent judgments in their everyday lives.

B.3.2. PERIODICALS

The purpose of the periodicals collection is to provide access to current information in

support the curriculum. In addition, periodicals provide general interest, recreational reading for
the OLOPSC community.

Periodicals must be:

 relevance to the curriculum
 recommended by faculty
 coverage of a unique subject area
 scope
 audience level

The renewal of periodicals is done on an annual basis. Any additions or deletions to the
renewal are done in consultation with the Subject Area Coordinators.

The newspaper collection consists of representative local newspapers and national

newspapers.

B.3.3. AUDIO-VISUAL MATERIALS

The library provides AV materials and services for the following purposes:
 To implement, enrich, and support the curriculum of OLOPSC High School.
 To meet the individual, educational, emotional, and recreational needs of
students, faculty and staff.

The Audio-Visual collection consists of maps, charts, globes, board games, DVDs,
VCDs, CDs, CD-ROMs and also includes transparencies.

B.4. SELECTION TOOLS

The following professional resources are available to assist the OLOPSC High school
librarian in the selection process; however, selection is not limited to the use of these tools.

 Reviewing Media
 Booklist/Pricelist
 Wish list
B.5. DONATION POLICY

This policy assesses the donated library materials which will be included in the collection
of the OLOPSC High School Learning Resource Center. These materials are given freely by the
following donors:
 Parents
 School Administrators and
 School Personnel
 Alumni
 Students
 Friends of OLOPSCians
 Former employees

The OLOPSC High School Learning Resource Center greatly accommodates library
donations coming from members of the school community and other generous donors coming
from different institutions in the form of books, periodicals, electronic resources and other
materials that will support the teaching and learning needs of the school community and will
also enhance the library collection. The HSLRC has the right to decline donated materials that
are:
 Outdated
 Photocopied
 Mutilated(with writings, markings, cuts, missing pages)
 Water damaged, for books and other printed materials

Materials not chosen for inclusions in the OLOPSC High school library’s collection shall
be sent to other Libraries within the system, where they shall be made available to other unit
libraries. Donations with general subject have to be evaluated in terms of content and physical
condition.

B.6. SELECTION OF LIBRARY MATERIALS FOR REPAIR/ BINDING

B.6.1. OBJECTIVE

 To maintain the library materials.

 To preserve the good condition and quality of the library materials.

B.6.2. CRITERIA OF LIBRARY MATERIALS FOR REPAIR/BINDING

 Spiral Books
 Torn Pages
 Loose Pages
 Loose Paperback cover
 Magazines
B.6.3. GUIDELINES FOR BINDING AND REPAIR

1. Library personnel must determine the library materials which are candidate for binding.
2. Only complete volumes/issues of magazines and journals will be accepted for binding.
3. Books with missing pages, with brittle pages and those that are outdated will not be
considered for binding.

C. WEEDING

The OLOPSC High School Learning Resource Center recognizes the importance of
maintaining a collection of current, appropriate and useful materials. Therefore, a periodic
evaluation of collection will be performed in order to remove materials which are no longer
useful. Deselection of non-print materials is highly discouraged due to the minimal number of
collection. The following guidelines are used in the weeding process; however, the final decision
concerning the removal of materials will work both with SACs and the librarians.

C.1. CRITERIA FOR DESELECTION/WEEDING OF MATERIALS

 Appearance
 Worn-out volumes: dirty, brittle, yellow pages; missing pages, tattered covers; etc.
 Badly bound volume: soft, pulpy paper and/or shoddy binding
 Books of antiquated appearance.
 Duplication
 According to Use
 Non-fiction: book has not been checked out within the last 10 years.
 Fiction: book has been checked out within the last 15 years(classics excluded)

C.2. WEEDING PROCEDURE

The OLOPSC High School Learning Resource Center allows disposition of excess
library materials through donations to other libraries or any community seeking for library
resources.

1. All library materials recommended by SACs for weeding will be listed by the librarian.
2. The librarian will provide a donation letter as well as the list of library materials to be
donated and submits this for approval to the Office of the Vice President for Academic
Affairs.
3. Upon approval, the LRC will then prepare the library materials for dispatch.
4. The donation letter, list of materials for donation and materials will be photocopied and
forwarded to the recipient office. Original list will remain in the library for file keeping.
5. All materials that would be discarded will be removed from the LRC holding and will be
noted in the individual shelf list, in the Athena software and in the accession record.
D. INVENTORY
Every end of school year an inventory is conducted. This is to verify the existence and
completeness of the library collections, through the comparison of the total collections which
encoded in Athena software as adjusted for materials to withdraw and counter checks with a
physical count of the collection actually found on the shelves, materials on loan and
lost/damaged books.